Supervisor and Timesheet Approver Procedure

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Purpose: To outline the process of assigning supervisors and timesheet approvers in Banner

Target Audience: Personnel Team, HR Coordinators, Fiscal and Grant Managers

Assignment of Supervisor

An employee's supervisor is recorded in the “Supervisor field” in NBAJOBS.

For regular positions, the supervisor is the employee in the position identified in the “Reports to” field in NBAPOSN. Each night, a process (NBPMASS) is run to determine if the employee assigned to the supervisor’s position number has changed. A new job change reason code (SPCHG) is entered, and the supervisor field is populated with the current employee assigned to the supervisor’s position number.

For pooled positions, the HR Coordinator enters the supervisor in the “Supervisor” field of NBAJOBS through the HR Coordinator Banner Dashboard. Occasionally, regular positions may have temporary supervisors not listed in NBAPOSN. HR Coordinators may change the supervisor field in NBAJOBS through the HR Coordinator Banner Dashboard for these situations.

Assignment of timesheet approvers

For regular positions, the timesheet approver is the employee in the position identified in the “Reports to” field in NBAPOSN. No data entry is required to ensure the timesheet is routed to the supervisor for approval. If the timesheet approver differs from the supervisor identified in NBAPOSN, then the HR Coordinator enters the approver in NBAJQUE.

For pooled positions, the HR Coordinator enters the timesheet approver in NBAJQUE.

1) The timesheet approver is determined at the time the timesheet is created or restarted.
2) The incumbent that is chosen (NBAPOSN) is based on who is in that position as of the end of the pay period.

Explanation of timesheet approval routing queue

The timesheet is routed in the following order:

Timesheet approver(s) are designated in NBAJQUE. If there are multiple supervisors, they will be routed in sequence order. NOTE: If there is an entry in NBAJQUE (approver or FYI), the routing queue will stop at this level, even if an approver is not listed or is no longer in that position.
If there is no entry in NBAJQUE, the timesheet will be routed to the supervisor in the position listed in the “Reports to” field in NBAPOSN.

Error Checking

Three tools could be used for error checking.

HR Coordinator Banner Dashboard
- Allows HR Coordinators to update the “Reports to” field in NBAPOSN
- Allows HR Coordinators to update the “Supervisor” field in NBAJOBS
- Allows HR Coordinators to view the approval routing queue for a particular employee
PHR2TDN
- Displays a copy of the web timesheet in .txt format
- Displays earnings codes, hours worked per day, and labor distribution
- Displays the members of the routing queue and their proxies
- Can be used as backup documentation for Labor Redistributions
- Can query a particular timesheet status for determining outstanding errors
- Can query a particular employee or TKL range
PHR2TSF
- Displays the information found on the web timesheet in .csv format, which can be opened in Excel
- Displays earnings codes, hours worked per day, and labor distribution
- Can be used as backup documentation for Labor Redistributions
- Can query a particular timesheet status for determining outstanding errors
- Can query a specific employee or TKL range
- Can query a particular fund or grant to identify all those that are using the funding for the web timesheet

Queries and Reporting

For those who run queries or reports that include supervisor or timesheet approver information, the following information will be helpful to make expertise and ensure that the correct fields are accessed.

Supervisor

For regular positions, supervisor information will be automatically updated in NBAJOBS
For pooled positions, supervisor information will be updated manually by HR Coordinators in NBAJOBS
Required logic to identify the current supervisor when providing the UAID and the PCN/Suffix of the employee:
- Match the employee’s PIDM, PCN/Suffix with the corresponding fields in NBRJOBS
- Choose the Supervisor PIDM and PCN/Suffix with the max effective date

Sample SQL:

SELECT nbrjobs_supervisor_pidm supervisor_pidm,

x.*

FROM nbrjobs x, spriden

WHERE spriden_change_ind IS NULL

AND spriden_pidm = nbrjobs_pidm

AND spriden_id = '30057994'

AND nbrjobs_posn = '100000'

AND nbrjobs_suff = '00'

AND nbrjobs_effective_date =

(SELECT MAX(nbrjobs_effective_date)

FROM nbrjobs

WHERE nbrjobs_pidm = x.nbrjobs_pidm

AND nbrjobs_posn = x.nbrjobs_posn

AND nbrjobs_suff = x.nbrjobs_suff

AND nbrjobs_effective_date <= SYSDATE)

Timesheet Approver

Timesheet approvers listed in NBAJQUE are updated by HR Coordinators, if needed
Timesheet approvers for regular positions that are not listed in NBAJQUE are identified by NBAPOSN
Required logic to identify the current timesheet approver when providing the UAID, PCN/Suffix, and sequence of the employee:
- Match the employee’s PIDM, PCN/Suffix with the corresponding fields in NBRJQUE
- If there are no matches with NBRJQUE, then match the employee’s PCN with NBRPOSN. Pull the position number in the “Reports to” field and use NBRJOBS to identify the employee assigned to that position.

Sample SQL:

-- Note: You’re looking for NBRRJQE_APPR_ACTION_IND of ‘A’ but if there are any ‘F’s then you want to know about those

SELECT *

FROM nbrrjqe, spriden

WHERE spriden_change_ind IS NULL

AND spriden_pidm = nbrrjqe_pidm

AND spriden_id = '30057994'

AND nbrrjqe_posn = '100000'

AND nbrrjqe_suff = '00'

AND nbrrjqe_acat_code = 'TIME';

SELECT nbbposn_posn_reports supervisor_posn,

nbbposn.*

FROM nbbposn

WHERE nbbposn_posn = '100000';

Need additional help or have questions?

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

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