Administrative/Business Procedure
Human Resources Information System
Overview:
The State of Texas requires that all personnel and payroll information be reported to the Comptrollers Office. This information is transmitted by SulRossStateUniversity electronically. The four required reports are the Agency Job Classification transmittal (ebtxh1), the Agency 403B Carrier transmittal (ebtxh2), the Employee Descriptive (ebtxh3), and the Job/Appointment transmittal (ebtxh4).
Agency Job Classification – this file is processed and transmitted at the beginning of the fiscal year.
Responsible Person / Seq. / Action / CommentsPayroll Supervisor / 1 / Enters classification code and title into the Job Class Master File of the DBD. Runs table load to update information. / This associates each position to a job classification within the pay plan (61 screen)
2 / Sets parameters for FY
3 / Reviews report
4 / Set parameters for file creation
OIT / 5 / Transmits file electronically / File must be submitted before 11 a.m. in order to process
Payroll Supervisor / 6 / Sends HRIS the agency batch information by e-mail
6a / Allow file to process overnight
7 / Download file through FTP / Submits corrections if necessary
Document Decisions:Is this a new classification code or title? To what fiscal year will the transmittal report? Is the file correct and ready to be created for the new fiscal year?
Document Business Process Improvements:
Human Resources Information System
Overview:
The State of Texas requires that all personnel and payroll information be reported to the Comptrollers Office. This information is transmitted by SulRossStateUniversity electronically. The four required reports are the Agency Job Classification transmittal (ebtxh1), the Agency 403B Carrier transmittal (ebtxh2), the Employee Descriptive (ebtxh3), and the Job/Appointment transmittal (ebtxh4).
Agency 403B Carrier – this file is processed and transmitted at the beginning of the fiscal year.
Responsible Person / Seq. / Action / CommentsPayroll Supervisor / 1 / Enters vendor identification information into the DBD. Runs table load to update information. / This allowsspecific deductions and/or benefits to be reported
2 / Sets parameters for FY
3 / Reviews report
4 / Set parameters for file creation
OIT / 5 / Transmits file electronically / File must be submitted before 11 a.m. in order to process
Payroll Supervisor / 6 / Sends HRIS the agency batch information by e-mail
6a / Allow file to process overnight
7 / Download file through FTP / Submits corrections if necessary
Document Decisions: Is this a vendor, deduction, or benefit? To what fiscal year will the transmittal report? Is the file correct and ready to be created for the new fiscal year?
Document Business Process Improvements:
Human Resources Information System
Overview:
The State of Texas requires that all personnel and payroll information be reported to the Comptrollers Office. This information is transmitted by SulRossStateUniversity electronically. The four required reports are the Agency Job Classification transmittal (ebtxh1), the Agency 403B Carrier transmittal (ebtxh2), the Employee Descriptive (ebtxh3), and the Job/Appointment transmittal (ebtxh4).
Employee Descriptive – this file is processed and transmitted after each payroll. All employees will be analyzed to determine whether or not the information has changed. If changes have been detected, a new transaction will be created.
Responsible Person / Seq. / Action / CommentsPayroll Assistant / 1 / Enters information on the 11 and 12 screen / This establishes biographic and demographic information for each employee
Payroll Assistant/Payroll Supervisor / 1a / Enters current hire date and EEO for new employees on 12 screens. Additional information is referenced from the 26 screens for faculty. / Current hire date changes each time employment status changes
Payroll Supervisor / 1b / Enters separation code and date for terminating employees on 12 screen
1c / Enters agency code for transferring employees on 12 screen
2 / Enters job assignment on 16 screen / Identifies individual jobs or work assignments for each employee
2a / Enters separation date for terminating employees on 16 screen
2b / Enters separation code for terminating employees on 48 screen
3 / Review report
4 / Set parameters for file creation
OIT / 5 / Transmits file electronically / File must be submitted before 11 a.m. in order to process
Payroll Supervisor / 6 / Sends HRIS the agency batch information by e-mail
6a / Allow file to process overnight
7 / Download file through FTP / Submits corrections if necessary
Document Decisions: Is this a new or terminating employee? Is employment status changing?
Document Business Process Improvements:
Human Resources Information System
Overview:
The State of Texas requires that all personnel and payroll information be reported to the Comptrollers Office. This information is transmitted by SulRossStateUniversity electronically. The four required reports are the Agency Job Classification transmittal (ebtxh1), the Agency 403B Carrier transmittal (ebtxh2), the Employee Descriptive (ebtxh3), and the Job/Appointment transmittal (ebtxh4).
Job/Appointment File – this file is processed and transmitted after each payroll. After each payroll is run the EBC420 (labor) will be used to determine the payment information. This information is written to the history file that is fed electronically.
Responsible Person / Seq. / Action / CommentsPayroll Supervisor / 1 / Review reportand verify time percentages for task employees / Identifies individual job appointments
2 / Set parameters for file creation
OIT / 3 / Transmits file electronically / File must be submitted before 11 a.m. in order to process
Payroll Supervisor / 4 / Sends HRIS the agency batch information by e-mail
4a / Allow file to process overnight
5 / Download file through FTP / Submits corrections if necessary
Document Decisions: Is this a task employee?
Document Business Process Improvements:
11/7/2018
010 Business Procedure