Enter a Fellow Record - Process Help (R12)

Use these instructions to set up a new fellow.

Prerequisites

• You must have complete paperwork with the appropriate approvals.
• You must know the original fellowship date.

To set up a new fellow record

When completing the Oracle forms referenced in this procedure, note that a white field indicates optional entry or one that is conditional based on the particular process.

1. Select People > Enter and Maintain to go to the Decision form.
   1. If the current effective date is different than the person's original hire date, click Yes to go to the Alter Effective Date form.
   2. Complete the Effective Date field:

   Field Name	Required (R) or Optional (O)	Description
   Effective Date	R	Date for which the record is effective. Enter the fellow's original hire date.

   2. Click OK to go to the Find Person form.
      3. If the current effective date is the person's original hire date, click No to go to the Find Person form.
2. Click New to go to the People form.
3. As required, complete the following fields:

   Field Name	Required (R) or Optional (O)	Description
   Last	R	Last name.
   First	R	First name.
   Title	R	Title. Select from the List of Values. For example: MS.
   Prefix	O	The person's prefix name.
   Suffix	O	The person's name suffix For example: Jr., Sr., III.
   Middle	O	Middle name or initial.
   Gender	R	Gender will default based on the Title field. If the title is Dr., select either male or female.
   Action	R	Select Create Employment from the drop-down menu.
   Social Security	R	A nine-digit, unique personal identification number issued by the U.S. Social Security Administration.

4. If, after you enter the social security number and go on to the next field, an error is displayed - "This Social Security already exists," click OK to go back to the People form.
   0. Select File > Close Form to display the error message again.
   1. Click OK to go to the Forms form.
   2. Click Yes to go back to the Navigator form. You have aborted this procedure. Do not continue. Contact your supervisor or central office for further instructions.
5. If, after you enter the social security number and go to the next field, an error is not displayed, complete, as required, the following fields in the Personal tab of the People form:

   Field Name	Required (R) or Optional (O)	Description
   Birth Date	R	Date of birth. For example: 04-JUL-1970
   Nationality	R	Citizenship data. Select from the List of Values: Non-Citizen in U.S. on VIsa Non-Citizen not in the U.S. Permanent Resident U.S. Citizen If a non-citizen in the U.S. on a Visa, complete the I-9 Expiration field in the People. Also complete the Non-Citizen Visa and Residency Info form and the Non-Citizen Reporting Info form in the Special Information Types.

6. Select the Employment tab.
7. As required, complete the following fields from the List of Values:

   Field Name	Required (R) or Optional (O)	Description
   I-9 Status	R	I-9 document status.
   I-9 Expiration	O	Work authorization expiration date. For non-citizen employees in the U.S. on a Visa, enter the I-9 expiration date (i.e., the date of expiration for authorization to work in the U.S.).
   VETS100	O	Select from the List of Values.
   New Hire	R	Select from the List of Values:

8. Select the Office Details tab.
9. Complete the following fields:

   Field Name	Required (R) or Optional (O)	Description
   Email	R	E-mail address.

10. Select the Additional Personal Details flex field in lower right corner.
11. Complete the following fields:

    Field Name	Required (R) or Optional (O)	Description
    E-Verify Status	R	Outcome of E-Verify system verification. Correct value for fellows = No
    Date Authorized	O	N/A
    Case Verification Number	O	N/A
    SUNY Notification	O	N/A
    Termination Date	O	N/A

12. Select File > Save.
13. Click US Address to go to the Address form.
14. As required, complete the following fields in the Details region:

    Field Name	Required (R) or Optional (O)	Description
    Address	R	Street address.
    City	R	City of residence.
    State	R	State of residence.
    Zip Code	R	Zip code.
    Telephone #1, #2	O	Telephone number.
    Type	R	Address type. Select from the List of Values. For example: Campus Local-US Permanent
    Primary	R	Ensure that this box is checked. A primary U.S. address is required for everyone who is being processed through the Research Foundation payroll.
    Effective Date Region	R	Date From is automatically filled in by the system. Date To indicates the end date of the address.

15. Select File > Save.
16. Select File > Close Form to go back to the People form.
17. If you need to enter a foreign address, click Others > Foreign Address to go to the Address form.
    0. If a U.S. address was entered in step 12, the U.S. address will be displayed first in this form.
    1. Select File > New to enter a foreign address.
    2. Complete the following field:

    Field Name	Required (R) or Optional (O)	Description
    Style	R	Parameters of information by country. Choose the country whose style most reflects the foreign address information to include in the Address field from the List of Values.

    3. The Personal Address Information form is displayed. Fields in this form are dependent on which country Style was chosen. Enter the foreign address into the appropriate fields, including Country if necessary, and click OK to go back to the Address form.
18. The Address field in the Address form displays the information you entered on the Personal Address Information form. Changing the Country field does not change the country associated with the Style field.
19. Complete the following fields in the Detail region of the Address form:

    Field Name	Required (R) or Optional (O)	Description
    Type	R	Type of address.
    Primary	R	Do NOT check this box. When the Primary box is checked in step 12, ensure that this box is NOT checked. A primary U.S. address is required for everyone who is being processed through the Research Foundation payroll.
    Date From/ Date To	R	Effective dates of address.

20. Select File > Save.
21. Select File > Close Form to go back to the People form.
22. If you need to enter information in the Special Information form, click Special Info.
23. Enter information about the fellow.

    DEGREE INFORMATION

    1. If you need to enter degree information, click the area between the scroll bar and the Degree Information field. (White Box)
    2. Double-click in the Detail field of the Details region to go to the Degree Information form.
    3. Complete the following fields:

4. Click OK to return to the Special Information form. If you need to enter another special information type, select File > Save and enter that information. If you wish to exit the Special Information form, select File > Save, then File > Close Form to go to the People form. Go to step 22.

3. FELLOW ORIENTATION
   0. If you need to enter orientation information, click the area between the scroll bar and the Employee Orientation field. (White Box)
   1. Double-click in the Detail field of the Details region to go to the Employee Orientation form.
   2. As required, complete the following fields:

5. Click OK to return to the Special Information form. If you need to enter another special information type, select File > Save and enter that information. If you wish to exit the Special Information form, select File > Save, then File > Close Form to go to the People form. Go to step 22.

4. LICENSURE AND CERTIFICATION
   0. If you need to enter licensure and certification information, click the area between the scroll bar and the Licensure/Certification field. (White Box)
   1. Double-click in the Detail field of the Details region to go to the Licensure/Certification form.
   2. Complete the following fields:

6. Click OK to return to the Special Information form. If you need to enter another special information type, select File > Save and enter that information. If you wish to exit the Special Information form, select File > Save, then File > Close Form to go to the People form. Go to step 22.

5. NON-CITIZEN VISA AND RESIDENCY
   0. If you need to enter residency information, click the area between the scroll bar and the Non-Citizen Visa and Residency Info field. (White Box)
   1. Double-click in the Detail field of the Details region to go to the Non-Citizen Visa and Residency Info form.
   2. Complete the following fields, if applicable to the non-U.S. citizen fellow:

24. Note: A dash (—) in the table above indicates a field that is automatically populated by the system or that is not needed.
0. Click OK to return to the Special Information form. If you need to enter another special information type, select File > Save and enter that information. If you wish to exit the Special Information form, select File > Save, then File > Close Form to go to the People form. Go to step 22.
   1. NON-CITIZEN REPORTING INFO
      0. If you need to enter non-citizen information, click the area between the scroll bar and the Non-Citizen Reporting field. (White Box)
      1. Double-click in the Detail field of the Details region to go to the Non-Citizen Reporting Info form.
      2. Complete the following fields, if applicable to the non-U.S. citizen fellow:

1. Note: Refer to the, Payment Tax and Reporting Handbook.

   Field Name	Required (R) or Optional (O)	Description
   Calendar Year	R	Calendar year.
   Income Code	R	Numeric representation of income as described in the List of Values. Select 15- Scholarship and Fellowship Awards.
   Maximum Treaty Ben Amount	R	Maximum income tax treaty benefit amount. If no limit, leave this field blank. If treaty limit amount, enter amount.
   Treaty Benefits Allowed	R	Indicates whether treaty benefits are allowed. Select Y or N
   State Honors Treaty	R	Indicates whether the treaty is recognized by New York state (NYS). NYS follows federal rules. Enter the same information that you entered on the Treaty Benefits Allowed field.
   Date Treaty Benefit Begins	R	Start date of treaty benefit. The start date is the date you enter exemption status to the tax information form in the system. Proof of exemption forms must be complete, valid, signed and dated.
   Date Treaty Benefit Ends	R	The end date is the date the treaty exemption stops. For example: For treaties valid for entire calendar year(s), enter 31-DEC-XX, where xx is the current calendar year. For treaties that cover multiple calendar years, the end date will have to be updated each year. For other treaties, enter the end date specified for that treaty based on the person’s U.S. arrival date.
   Foreign Source?	R	Indicates whether income is from a foreign source. Select Y or N
   Country of Tax Residence	R	Country of tax residence for the individual. Select treaty country assigned by government from the List of Values.
   Tax Rate	R	Select one of the following from the List of Values: 00- No Tax for exempt payments 14- 14 Percent for taxable payments
   Exemption Code	R	Select one of the following from the List of Values: 2- IRC Exempt for internal revenue code exemption 4- Treaty Exempt for treaty exemption 0- Not Exempt for taxable payments
   YTD 1042-S Fed With Amount	—	Do NOT enter. This is system generated at year-end.
   YTD 1042-S State With Amount	—	Do not enter. This is system generated at year-end.
   Recipient Code	R	Government assigned code for type of recipient. Enter 01.

2. Note: An em dash (—) in the table above indicates a field that is automatically populated by the system or that is not needed.
1. Click OK to return to the Special Information form. If you need to enter another special information type, select File > Save and enter that information. If you wish to exit the Special Information form, select File > Save, then File > Close Form to go to the People form.
2. Go to step 22.
3. Select File > Save.
4. Click Assignment to go to the Assignment form.
5. Complete the following field:

   Field Name	Required (R) or Optional (O)	Description
   Organization	R	Specific location and specific department at the location to which the person is assigned (i.e., NOT the Operating Location Org). For example: 010-Small Business Development Center This field, which defaults to Research Foundation as the organization, must be changed to reflect the accurate organization for the person record for reporting and querying records. It activates the Choose an Option form.

6. Click Update in the Choose an Option form to go to the RF_HR_People Group_Flexfield form.
3. Note: When changing data fields in Oracle, the system may prompt you to “update” the record and keep a history of changes or “correct” the previous entry without keeping a history. Always select to Update a record. However, if you change data on the day it was entered, select OK after the system prompts you.
   0. Complete the following fields in the RF_HR_People Group_Flexfield form:

      Field Name	Required (R) or Optional (O)	Description
      Operating Location	R	Location of fellowship. Select from the List of Values.
      Assignment Group	R	Assignment group. Select from the List of Values: Fellow

   1. Click OK to go back to the Assignment form.
   2. Complete the following fields:

      Note: When changing data fields in Oracle, the system may prompt you to “update” the record and keep a history of changes or to “correct” the previous entry without keeping a history. Always select to Update a record.

      Field Name	Required (R) or Optional (O)	Description
      Job	R	Enter No Job Required.
      Grade	R	Enter N/A.0.
      Payroll	R	Select Biweekly from the List of Values.
      Location	R	Based on the Organization field, where the fellow works.
      Status	R	The relationship with the Research Foundation (RF). Use the List of Values to select Active Assignment.
      Assignment Category	R	Enter Not an Employee.

   3. Select the Salary Inform... tab.
   4. Complete the following field:

      Field Name	Required (R) or Optional (O)	Description
      Salary Basis	R	Enter Non Employee.

   5. Select the Supervisor tab.
   6. As required, complete the following fields:

      Field Name	Required (R) or Optional (O)	Description
      Name	O	Select supervisor name from the List of Values.
      Worker Number	O	Supervisor's worker number is system generated when Name is selected.

   7. Select the Standard tab.
   8. Complete the following field:

      Field Name	Required (R) or Optional (O)	Description
      Working Hours	R	Scheduled weekly work basis. The work basis is the hours basis for a fellow’s standard work week. Change this field if the fellow’s hours basis is other than 37.50 per week (e.g., change to 40.00).

   9. Select the Statutory tab. Click in the field to display the GRE's and Other Data form.
   10. Complete the following fields:

       Field Name	Required (R) or Optional (O)	Description
       Government Reporting Entity	R	Will have to type in (The Research Foundation of SUNY).

   11. Click on arrow to the right of tabs this will bring up a drop down window select Miscellaneous.
   12. Complete the following field:

       Field Name	Required (R) or Optional (O)	Description
       Primary	R	Check box - auto generated. Can be changed if person has another assignment.

   13. Click the [ ] field located in the bottom right of the form to go to the Additional Assignment Details form.
   14. The Additional Assignment Details form, along with the Assignment Group field selected, determines the person’s benefit eligibility. This form does NOT affect an employee’s compensation. Complete the following fields:

       Field Name	Required (R) or Optional (O)	Description
       FTE	R	Enter 0.00.
       Benefit Hours	O	System generated. Do NOT use this field to enter data.
       Annual Benefit Pay	O	System generated. Do NOT use this field to enter data.

   15. Click OK to go back to the Assignment form.
   16. Select File > Save.
   17. Click Entries to go to the Element Entries form.
   18. Click the next available Element Name line and select the appropriate Fellow element from the List of Values.
   19. Complete the following fields:

       Field Name	Required (R) or Optional (O)	Description
       Award Amount	R	Total award amount granted to the fellow.
       Begin Date	R	Date award is to begin.
       End Date	R	Date award will end.
       Fellowship Type	R	Select the correct type from the List of Values. For Example: Graduate Undergraduate Regular

   20. If a retroactive stipend payment is due, complete the following fields then select File > Save to go back to the Element Entries form.

       Field Name	Required (R) or Optional (O)	Description
       Retro Required	R	Select Yes from the List of Values.
       Retro Begin Date	R	Begin date of the retroactive period.
       Retro End Date	R	End date of the retroactive period.

   21. If no retroactive stipend payment is due, select File > Save to go back to the Element Entries form.
   22. If a nonresident alien is subject to a 14 percent withholding rate, click the next available Element Name line and select the FIT NRA FEL NQual element. Select File > Save.
   23. If you need to assign another element entry, go back to step 44. If you do not need to assign another element entry, select File > Close Form to return to the Assignment form.
   24. Select Others... to go to the Navigation Options form.
   25. Select Pay Method from the list of navigation options.
   26. Click OK to go to the Personal Payment Method form.
   27. Complete the following fields:

       Field Name	Required (R) or Optional (O)	Description
       Name	R	Method of compensation disbursement chosen by fellow. For Example: Direct Deposit
       Type	O	The system automatically fills in this field based what you entered in the Name field. For Example: When “Direct Deposit” is chosen in the Name field, NACHA will display in the Type field.
       Priority	R	Number indicating the priority status of method. For Example: 1
       Balance Amount	O	Dollar amount of pay for which the method in the Name field is used. The Amount OR the Percentage field must be used. If the amount entered does not equal the total compensation amount, enter an additional pay method.
       Percentage	C	Percentage of pay for which the method in the Name field is used. The Percentage OR the Amount field must be used. If the percentage entered does not equal 100%, enter an additional pay method.

   28. Select File > Save.
   29. If an additional pay method is needed, put the cursor in the Name field and hit the down arrow key to open a new form and go back to step 53. Select File > Save.
   30. Personal payment:
       1. If Direct Deposit was chosen as the personal payment in the Name field, click in the Bank Details field to go to the Bank Details form.
          1. Complete the following fields:

       Field Name	Required (R) or Optional (O)	Description
       Account Name	R	Name of the account owner.
       Account Type	R	Type of account. For Example: Checking Savings
       Account Number	R	Number of the account.
       Transit Code	R	Routing number.
       Bank Name	R	Name of the bank.
       Bank Branch	R	Location of the bank.

       2. Click OK to go back to the Personal Payment Method form.
       3. Select File > Save.
          1. If Check was chosen as the personal payment method in the Name field, select File > Save.
   31. Select File > Close Form to return to the Assignment form.
   32. Select File > Close Form.