2. The PSP field was populated with the month and day from the Appointment Period To field for 9-months Faculty, APT, and Graduate Assistants.

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1 PeopleSoft Training Manual References Date: 04/01/14 O:\ssa\ps\training\2005\references.docx 1. PeopleSoft Field: Appt Per From/To New Prorata Summer Pay Field Sent by Carole Teshima on 06/05/02 Yesterday the prorata summer pay field was added into PeopleSoft and onto the PNF. This launches the elimination of the annual Employment & Pay Rate Action for most employees. The following occurred: 1. A new field, the PSP field, was added next to the appointment period on the Work Location panel. For those of you who leave peoplesoft on all the time, you may need to restart PeopleSoft if you are not able to see this field. 2. The PSP field was populated with the month and day from the Appointment Period To field for 9-months Faculty, APT, and Graduate Assistants. 3. The appointment period was blanked out if: ---- the employee is tenured or has APT security and ---- is paid wholly from G, R, or S funds and ---- is in a permanent position (i.e., the position number does not end with "T", "X", or "V". Those who had a change to the PSP field or appointment period will reflect an approved row with DTA 970 (Change in Record - Internal Action). Hereafter, the appointment period will be used only for temporary appointments - e.g., probationary periods, account codes, Chair appointments, etc. Some examples: ---If a tenured faculty becomes chair, the appointment period must be filled in with the duration of the chair appointment.

2 ---If a tenured faculty becomes an Executive/Managerial employee, the appointment period must reflect the duration fo the E/M appointment. This office will take care of the current E/M employees when the July 1 action is centrally done. ---If a G funded faculty becomes wholly or partially paid from extramural funds - the appt period should reflect the duration of the funding. ---All probationary Faculty and APT employees should have the appointment period reflecting the year to year appointment. ---The appt period for all temporary employees should reflect the duration of the temporary appointment. Some cleanup may be necessary - for instance, the PSP field was only completed for current 9-mos Faculty, APT, and Grad Assts. If a 9 mon faculty currently has an 11-mon appointment as Chair, the PSP will need to be completed with the psp end date. If you have questions, please call the PeopleSoft hotline.

3 2. PeopleSoft Field: Highest Education Level / Degree New Field on UH online Applicant Data System Sent by Steve Yamada to uhsys-hr-l on 07/15/13 AO/POs- The UH online Applicant Data System has been modified to allow for the inputting of applicants with degrees awarded by UH. A similar change topeoplesoft for new appointees is forthcoming. Background In the 2013 legislative session, House Bill 200, C.D.1, was proposed which included budget earmarks, restrictions and reporting requirements. The bill passed and became Act 134, SLH One of the provisions is section 131 which required a report to be sent to the legislature on the appointment of UH graduates to UH executive and managerial positions and faculty positions during each fiscal year of the fiscal biennium The report shall include individuals who are appointed who have degrees from UH as well as the number who applied for such positions but was not appointed (applicants). See below for excerpt from Act 134. Revisions & Action Required To assist with this reporting requirement, two modifications are being made: (1) Applicant Data System - This system has been modified. When inputting the applicant name information, you will see the question: "Did the applicant receive any of the following degrees from a UH campus? (check all that apply)" You will have the option of checking the boxes for one or more of the following UH degrees: Associate degree, Bachelor's degree, Master's degree, PhD/Professional degree. Effective immediately, please include the UH degree information for new applicants you are inputting into the system. If the degree is from another university, no further action is needed. (2) PeopleSoft - The PeopleSoft panel is being modified to include a similar field where we can generate a report on UH graduates appointed and the type of UH degree received if applicable. When this has been finalized, we will send an message out and provide a list of your new hires from July 1. We then ask that you go back and input this UH degree information.

4 While this budget bill addresses EM and faculty positions, we ask that you include the UH degree information for all applicants in the applicant data system (APT included) and for new hires. We appreciate your diligence in completing the UH graduate degree data and the other recruitment data in this online system. Mahalo. Debra Ann C. Ishii System Director of Human Resources Excerpt from Act 134, Relating to State Budget, passed on 6/18/2013 (HB 200, CD 1) SECTION 131. Provided that the president of the University of Hawaii shall prepare a report on the appointment of graduates of the University of Hawaii to executive and managerial positions and faculty positions during each fiscal year of the fiscal biennium The report for a fiscal year shall include the following: a list of executive and managerial and faculty positions filled during the fiscal year; the positions on the list filled by persons with associate, bachelor, or graduate degrees from the University of Hawaii; and the number of persons with such degrees who applied for, but were not appointed to, each of the executive and managerial or faculty positions filled during the fiscal year. The report for a fiscal year shall be submitted to the legislature before the January 1 immediately following the end of the fiscal year.

5 3. PeopleSoft Field: Certification Date Follow-up on Act 179 a. Sent by Steve Yamada on 02/22/11 PeopleSoft Codes for Act 179 personnel actions The following are PeopleSoft Codes relating to employees hired under Act 179: For the hiring/rehiring of ERS retirants to temporary, part-time non-ers eligible positions: Action = Hire Reason = 011 (Retiree PT temp) Group Code: N Class Code: E For the hiring/rehiring of ERS retirants to fill labor shortage or difficult to fill positions: Action = Hire Reason = 012 (Retiree Diff Fill/Shortage) Group Code: 1 or 2 Class Code: R Please remember to document the retirement period and certification date in PeopleSoft, on the Job Data section, Payroll panel. The HR representative would click the appropriate radio button: 6 consecutive months or 12 consecutive months. The certification date is the date the retiree certifies the retirement period on the UH Form 101, Certification of Retirement Period from the State or County. steve b. Sent by Diane Ho <dho@hawaii.edu> on 01/03/11 Personnel Representatives: The University has just been informed by the Employees Retirement System (ERS) that Act 179 Relating to the Employment of ERS Retirants is applicable to State and County retirees working for the Research Corporation of the University of Hawai i (RCUH). The Department of the Attorney General has determined that State and County retirees who are receiving ERS pension benefits and who are working for the RCUH are subject to the stipulations of Act 179. The ERS retirees must have a 6-month retirement period before they can return to work in

6 a State or County temporary, part-time, casual or other position that is excluded from ERS membership. The RCUH is a State entity and part of the State. As such, employment with the RCUH does not constitute a break in State service and does not count towards the 6-months retirement period. When considering hiring ERS retirants, please be diligent in reviewing the retirees employment history and do not include RCUH employment as part of the required retirement period (break-in-service period). For your information, the ERS states that the University may hire RCUH retirants without consideration of the break-in-service. The required retirement periods as stipulated in Act 179 do not apply to RCUH retirants. Thanks. Diane ************************************** Diane Ho Human Resources Specialist University of Hawai'i Office of Human Resources phone: (808) fax: (808) ************************************** c. Sent by Steve Yamada <syamada@hawaii.edu> on 12/16/10 sent on behalf of diane ho. steve = = = = = = = = = = = = = = = = = = = = = = = = Steve Yamada Human Resources Specialist Office of Human Resources 2440 Campus Road, Admin Bldg 2 Honolulu, HI phone: fax: Aloha HR Representatives: As a follow-up regarding Act 179, Employment of ERS Retirants, when selecting an ERS retirant for employment, the retirant must complete both UH Form 101 Certification of Retirement Period from the State or County and the

7 ERS-209 Certification of Compliance with Requirements for Employment of a Retirant. All forms are located on the OHR web site in the HR Forms Section. UH Form 101 ( HR Reps are asked to enter the retirement period and certification date in PeopleSoft for Executive, faculty and APT employees. Appointments processed in SCOPIS will not require any special data entry at this time. NOTE: OHR will enter the documentation in PeopleSoft for civil service appointments. The retirement period is the total consecutive full calendar months that the retirant was not employed by the State or any county after retirement. For example, the retirant indicates on the UH Form 101: Retirement date 12/31/09 Lecturer appointment 01/16/10 05/31/10 Retirement period 06/01/10 12/31/10 Signed and certified form on 01/03/11 In calculating the retirement period of consecutive full calendar months, we consider only full calendar months (i.e., 06/01/10 06/30/10 is considered a full calendar month; 06/03/10 07/02/10 is not a full calendar month). In this example, the total retirement period is 7 months. To document the retirement period and certification date in PeopleSoft, on the Job Data section, Payroll panel, the HR rep would click the appropriate radio button: 6 consecutive months or 12 consecutive months. In this example, since the retirement period is 7 months, the HR rep would click the radio button of 6 consecutive months and enter the certification date of 01/03/11. If the retirant did not have the lecturer appointment, the HR rep would click the radio button of 12 consecutive months. ERS retirants employed in another University position will not need to complete another UH Form 101, unless the HR rep is unable to verify that the retirant meets the eligibility requirements. ERS-209 form ( df) HR Reps are asked to fax the completed form to the ERS within seven (7) business days from the effective date of hire. Fax number is (808) ERS retirants employed in another University position will not need to complete another ERS-209 form, unless the new appointment has a different eligibility requirement (e.g., 6 consecutive full calendar months retirement period for parttime or temporary appointments; 12 consecutive full calendar months retirement period for labor shortage or difficult-to-fill positions).

8 Let me know if you have any questions. Thanks. Diane 4. PeopleSoft Field: GL Pay Type Compensation Reported to ERS Sent by Clifford Shinchi on 12/6/13 Aloha Human Resources Representatives, A chart of the different types of compensation reported to ERS is available on the HR representative site This is for your information only and requires no action on your part. The change is a result of Act 152 (SLH 2012) which amended the definition of "compensation" under HRS for the purpose of calculating retirement benefits for employees who become ERS members effective July 1, The change is not applicable to employees with ERS membership date prior to July 1, Should you have any questions, please contact me. Thank you, Clifford

9 5. PeopleSoft Field: Work % Instruction 2: Processing 03/01/12 Mass Generated PNFs a. Sent by Steve Yamada on 02/29/12 Attached to this is the STO Salary Waiver Worksheet which includes the salary amounts as well as the information to be included in the remarks section of the PNFs. As mentioned in the below, effective March 1, 2012, the base salary for employees in HGEA units 2, 3, 4 and 8 (and their excluded counterparts) will revert to the rates (prior to the temporary salary reductions). The reduced 5% rates must continue to be reflected in the remarks on all subsequent PNFs until told otherwise. The 5% amounts were recalculated as follows: The rate was multiplied by.05, and the resulting amount was rounded down to the nearest even cent. This is the "salary waiver" as mentioned below. ex: PPA, step 20, full time, appropriated funds = x.05 = , rounded down to even cent = ( semi-monthly) = ( adj semi monthly - adjusted by FTE) The PNF will reflect 4, as the monthly rate (as well as in the annual, semimonthly and account semi-monthly amounts) and the actual salary of will be reflected in the remarks. This new method of calculation means that some employees will lose cents; some will gain. Example of remarks: "Supplemental time off reduction is semi-monthly, resulting in the monthly rate of (adj semi= ). Part time employees prorated according to FTE." Remarks are very important as they indicate the actual salary to be paid. These remarks must appear on all subsequent PNFs until told otherwise. (A simple way to do this is to find the previous PNF on the PNF Maintenance, and copy and paste the remarks.) These remarks should also be included on all new hire PNFs for APTs who are placed on the reduced schedule. There are three groups of employees: 1. Group A, who are paid entirely by appropriated funds, currently characterized by step suffix "N". This represents the majority of the employees. The step suffix designation for this group was changed from "N" to "S".

10 2. Group B, who are paid entirely by nonappropriated funds, currently characterized as no suffix in step designation. There are no changes for this group, so no PNFs were generated. 3. Group C, paid by both appropriated and nonappropriated funds, currently characterized by step suffix "R". This group presents an additional challenge. All salaries reflected on the PNF, like Group A, are the unreduced amounts. The adjusted salary (based on both the salary schedule and the attached STO Salary Waiver Worksheet) is included in remarks. The step suffix designation remains as "R". The work distribution percentages were moved to the account distribution percentages, because the unreduced salaries are now reflected on the PNF. For these PNFs, an additional action/reason of JED 580 was included on the PNF. If the work distribution and the account distribution percentages were equal, then only the PAY 420 action was included. All PNFs should be carefully checked, but especially those in Group C. While the PNFs show the unreduced salaries and semi-monthly amounts, the correct amounts are being computed for payroll. For employees involved in this process only, Payroll is extending the Payroll deadline to this Friday at 11:00 am. If you do have PNFs effective and after, all PNFs must reflect the corrected salary amounts. All mass generated PNFs for non-after the fact employees will be automatically sent to Payroll on Friday, March 2, at 11:00 am. 1. If you corrected the Job Data side for any of these mass PNFs and generated another PNF, then you must hit the Send to Payroll button on your own, before Friday 11:00 am. 2. If you only changed the remarks for any of these mass PNFs, then this PNF will be part of the mass Send to Payroll process. Note: any PNF related stipends as discussed in the below should be manually adjusted. Thanks Steve Forwarded message From: Germaine Ogasawara Date: Tue, Feb 28, 2012 at 4:41 PM Subject: HGEA Favored Nations - reverting back to salary schedule To: AO/PO Listing AOPO <uhsys-hr-l@lists.hawaii.edu> Cc: takeno@hawaii.edu

11 Aloha Human Resources Representatives and Administrative Officers, As you may know, the State, the University, and the Hawaii Government Employees Association (HGEA) agreed that negotiations for the collective bargaining agreements for units 2, 3, 4 and 8 would be reopened based on the "favored nations" clauses in the aforementioned agreements if the employer subsequently agreed to more favorable terms for any other bargaining unit. As you may also know, the State reached agreement with the United Public Workers on behalf of employees in bargaining unit 1, which provided a different method for processing the 5% salary reduction, which resulted in more favorable terms when calculating certain differentials and premium pay. Based on the above, effective March 1, 2012, the monthly base salary for employees in HGEA units 2, 3, 4 and 8 (and their excluded counterparts) will revert to the July 1, 2008 salary schedule rates (prior to the temporary salary reductions). The significance of this action is that, effective beginning March 1, 2012, any type of compensation due to these employees that are calculated based on the salary schedule shall be based on the full, unreduced rates, rather than the 5% reduced salary schedules. Examples of compensation based on the salary schedule are overtime, temporary assignment, vacation leave payout, standby pay, call back pay, temporary hazard pay and in-grade growth adjustments. Again, compensation calculations shall be based on the full, unreduced rates. Also, please note that hourly employees, i.e. 89-day hires and casual hires, etc. shall be paid based on the July 1, 2008 salary schedule. However, please be aware that although the base salary will revert back to the July 1, 2008 unreduced rates for the aforementioned compensation calculations, employees paid from appropriated funds will still be realizing a 5% salary reduction characterized as a "salary waiver". OHR is currently preparing new PNFs for affected employees and will be distributing them later this week. In addition to the above, with regard to workers compensation (WC), the Office of Risk Management Office agrees that the unreduced base salary should be used for WC calculations, such as the average weekly wage/compensation rate, the supplemental WC using sick/vacation leave and calculating temporary partial disability (TPD) benefits. Also, employees may supplement their temporary total disability (TTD) and TPD benefits by using sick and or vacation leave up to the unreduced rate. Lastly, employees on WC will observe supplemental time off (STO) days upon their return to work. Any questions regarding WC may be directed to Suzette Leong, with the Office of Risk Management.

12 We will be providing further instructions regarding adjustments to payments made during the period July 1, 2011 through February 29, 2012, as those details are negotiated. If you have any questions regarding the implementation of the favored nations clause as specified above, please me at Thank you, Germaine Ogasawara Human Resources Specialist Office of Human Resources Phone: b. Sent by Steve Yamada on 01/04/10 APT/Civil Service and Faculty employees who are paid by both appropriated and non-appropriated funds are assigned a step suffix/designation R. The pay adjustments, effective November 1, 2009 and January 1, 2010, respectively, involved a decrease on the portion paid by appropriated funding. The account code percentages were adjusted for the unequal salary proportions in order to maintain the 100% total for the base pay funding. This caused a distortion of the work effort distribution and created a problem for units who depended on the account distribution to get work distribution percentages. For example: Prior to pay decrease: F = 10% G = 90% Acct Code Total = 100% Effective on the pay decrease: F = G = Acct Code Total = 100% In response to this, we have created a Work % field on the Job Earnings Distribution panel in PeopleSoft. This new field is located to the right of the account code distribution percent, and will be fillable only if the employee has a step suffix/designation R. Each unit is responsible for updating this field. This field is initially populated with percentages from the Account Distribution %. If you wish to change it, use the correct history mode and update. No PNF need be generated. For example, in the above example, the Account Distribution % will remain / , but the work distribution may be changed to 10 / 90. This work distribution percent will be added to datawarehouse for your retrieval.

UNIVERSITY OF HAWAI I AT MĀNOA BUDGET EXECUTION POLICIES FY 2018

UNIVERSITY OF HAWAI I AT MĀNOA BUDGET EXECUTION POLICIES FY 2018 I. BACKGROUND UHM budget policy for FY 2018 will continue most of the measures in place for FY 2017. Tuition carryover balances as of June