How Do I Set Up Pooled Position Supervisors and Timesheet Approvers? (uaNEA2SPA & NBAJQUE)

Supervisors and timesheet approvers for pooled positions are set up in separate Banner pages. To set up the supervisor, you will need to use uaNEA2SPA. To set up a timesheet approver, you will need to use NBAJQUE. Guides for navigating both pages have been provided below.

Setting up uaNEA2SPA

To set up or check the supervisor of a pooled position, navigate to uaNEA2SPA in Banner. 

Enter the Employee ID number (or use the ID Search) to retrieve the employee you would like to set up a supervisor for. Choose an effective date within the pay period for the new supervisor. If the employee’s job assignment is starting mid pay period, the effective date will need to be the start of the next pay period to avoid errors. Once your information is entered, select “Go”.

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Three tabs will populate on the page. The first tab, “NBAJOBS Supervisor”, will set up the supervisor on the Miscellaneous tab in NBAJOBS. Under “Supervisor ID” enter the supervisor’s ID number and press “Save”. This will update NBAJOBS.

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The second tab, “NBAPOSN Reports To”, will be blank under the “Reports to POSN” field for all pooled positions. Since pooled positions share the same PCN, this feature has been turned off for all pooled positions to prevent errors.

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The third tab, “Timesheet Routing Queue”, displays the current timesheet approver. To change or establish the timesheet approver, navigate to NBAJQUE. 

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Setting up NBAJQUE

Timesheet Approvers for pooled positions may be set up in NBAJQUE. NBAJQUE has the following functionality:

  • More than one timesheet approver may be set up for employees.

  • You may also set up FYIs for pooled positions within NBAJQUE.

Things to watch out for:

  • The routing queue you use will determine the order in which the listed approvers will review and approve the timesheet. For example:

    • Timesheet Approver A is set up with an Approver Sequence of ‘10’.

    • Timesheet Approver B is set up with an Approver Sequence of ‘20’.

    • Result: Timesheet Approver A will need to approve the employee’s timesheet before Timesheet Approver B will be able to see and approve the timesheet.

    • If one of the approvers does not approve the timesheet, the timesheet will not process, and a paper timesheet will be required (if not fixed in time).

Steps to set up Timesheet Approvers in NBAJQUE:

You will need the UA ID number and PCN for the employee and the PCN for the person you are setting up as the Timesheet Approver, or FYI.

  1. Go to NBAJQUE in Banner.

  2. Enter the employee’s UA ID number and PCN. Click Go.

  3. Enter the following three items:

    1. Approval Category: Enter “TIME” if this is not already populated. (hit ALT+PgDn to move to the next block). 

    2. Approver Sequence: Use any 2-digit number while keeping in mind the routing queue. It helps to use any regularly spaced integers (such as 5's) so you can insert others later, if needed (i.e., 10, 15, 20, etc.)

    3. Approver Position: Enter the PCN of the Timesheet Approver. Their title and ID number will populate.

    4. Hit the F10 key on your keyboard or select “Save” in the bottom right corner of the screen.

When you assign a Timesheet Approver or FYI in NBAJQUE, they must have an active position in Banner. If their job has ended, employees will not be able to submit timesheets until that person is removed from NBAJQUE for each employee and a new, active Timesheet Approver or FYI is set up. Check the Banner page GOAEACC to make sure that your Timesheet Approver and/or FYI has a Banner Username. If they do not have a Banner Username in GOAEACC, they will not have the necessary access to act as an approver, or FYI. Have them complete a Banner Access Request and note on the form that they need FYI and/or timesheet approver access to timesheets. Please note that even if someone has a Banner username, they may still need to request the appropriate administrative access through their campus security coordinator.

Here is a screenshot of a sample set up:

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Note regarding Regular (non-pooled) positions:

For regular positions, the supervisor may be updated by entering the supervisor’s PCN on the NBAPOSN tab in UANEA2SPA. NBAJQUE may be used to enter a timesheet approver if the timesheet approver is different from the employee’s supervisor. Please see the Supervisor and Timesheet Approver Procedure KBA for full details.

Need additional help or have questions?

Please contact ua-personnel@alaska.edu for additional assistance.  

To contact other UA HR teams, please visit our Contact Us page at https://alaska.edu/hr/contact.php.

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