• Search for a Payroll Transaction

• Open the desired payroll action by clicking on the select box and then the “Open” button.

• Confirm that you have the correct payroll transaction by checking the current distribution block and the details on the right-hand side of the page.

• Enter the change by clicking on the pencil icon 

  • Changes to leave are not permitted. Make sure you are choosing the right earnings code on the right-hand side of the LR

• Update the Distribution, as needed

  • Posting date will default to today’s date.  Do not change this unless instructed differently by your university budget office.

  • You can add a new funding line by clicking on the “Add Line” button.

• Add a new line of funding

  • Type the fund number, and it will be highlighted in the drop-down list. The default org will automatically populate.  NOTE: Closed funds are not on the drop-down list. Contact Grants and Contracts to request that the fund be opened.  

  • You need to retype the default org for the correct program code to automatically populate.

  • Enter the labor code that matches the labor code of the original distribution.

  • Enter the Activity code, if needed.

  • Enter the hours or percent that should be charged to this funding.

• OK Changes

  • Click on the “OK Changes” button.  If the labor distribution does not equal 100%, an error will show. Update the percent distribution to total 100%. 

• To adjust the current funding line, click on the carrot on the left-hand side. If you need to remove a funding line, click on the x on the right-hand side.

• You must click on the “OK Changes” button to go to the next step. Sometimes, even after changing the percent to equal 100%, the system will give you an error message.  Click the “Round” button to set the total distribution to 100%.

• The current distribution and the updated distributions will now be displayed.  Double-check to make sure it is correct. If you need to change it, click on the “pencil” icon. 

  • Click the “Save” button.

  • If you would like to start over or choose not to redistribute, click the “Delete Updates” button.

• Click on the justification tab and add the justification as instructed on the page.

  • Follow the instructions on the page to make sure the proper information is included. 

  • Click on the “Add Justification (Required)” button to save,

• If your justification is more than 4,000 characters.  You can create a second justification to hold the remaining information. 

• Go back to the “Initiator” tab and click the “Submit” button. This will populate the approval queue.

• All buttons should be greyed out, and the LR status is “Submitted” 

• Go to the “Routing Queue” tab to see the automatically populated required routing queue.

• Add the department approver(s) as required below, and per your department procedures. NOTE: Once you add someone to the queue, you can not delete them!!

  • Click on the “Add Department Approver” button at the bottom of the approval queue list.

• If the LR is for an hourly employee paid on a sponsored project, add the employee (or their designee) to the routing queue with a sequence number of 1. Do this by typing the person’s last name, then selecting the correct person from the drop-down list.

  • NOTE: If the desired person is not on the drop-down list, they will need to obtain the required Banner access by requesting that a GOAEACC record be added in Banner.  Please contact your university Security Coordinator.

• Add other Department Approvers with a sequence number of 19 or below.  Do this by typing the person’s last name, then selecting the correct person from the drop-down list. If you have more than one department approver, use different sequence numbers for each approver. 

  • NOTE: If the desired person is not on the drop-down list, they will need to obtain the required Banner access by requesting that a GOAEACC record be added in Banner.  Please contact your university Security Coordinator.

• Confirm that the correct approvers are populated in the queue. If the incorrect PI is listed, contact the University Grants and Contracts Office to have it corrected.

• Use the “X” to exit the record so the LR will not be locked, and others can view it.

• Search for the Payroll Transactions by placing a range of pay runs in the Person Search box. 

• Click on the “Find Replace” button to change all the funding in these pay runs.

• Confirm that you have the correct payroll transactions by checking the current distribution block and the details on the right-hand side of the page for each pay period.  You may switch to the other pay periods by clicking on the drop-down list on the far right.

• Enter the desired change by completing the Find Replace section. 

  • Enter today’s date as the posting date. 

  • Only enter those items that are changing. 

  • Then click the “Save” Button.

• Confirm the Updated Distribution is correct by clicking on each pay period listed on the drop-down list on the far right. 

• You must click on the “OK Changes” button to go to the next step. Sometimes, even after changing the percent to equal 100%, the system will give you an error message.  Click the “Round” button to set the total distribution to 100%.

• Click the “Save” button.

  • If you would like to start over or choose not to redistribute, click the “Delete Updates” button.

• Click on the justification tab and add the justification as instructed on the page.

  • Follow the instructions on the page to make sure the proper information is included. 

  • Click on the “Add Justification (Required)” button to save.

• If your justification is more than 4,000 characters you can create a second justification to hold the remaining information. 

• Go back to the “Initiator” tab and click the “Submit” button. This will populate the approval queue.

• All buttons should be greyed out, and the LR status is “Submitted”.

• Go to the “Routing Queue” tab to see the automatically populated required routing queue.

• Add the department approver(s) as required below, and per your department procedures. NOTE: Once you add someone to the queue, you can not delete them!!

  • Click on the “Add Department Approver” button at the bottom of the approval queue list.

• If the LR is for an hourly employee paid on a sponsored project, add the employee (or their designee) to the routing queue with a sequence number of 1. Do this by typing the person’s last name, then selecting the correct person from the drop-down list. 

  • NOTE: If the desired person is not on the drop-down list, they will need to obtain the required Banner access by requesting that a GOAEACC record be added in Banner.  Please contact your university Security Coordinator.

• Add other Department Approvers with a sequence number of 19 or below.  Do this by typing the person’s last name, then selecting the correct person from the drop-down list. If you have more than one department approver, use different sequence numbers for each approver. 

  • NOTE: If the desired person is not on the drop-down list, they will need to obtain the required Banner access by requesting that a GOAEACC record be added in Banner.  Please contact your university Security Coordinator.

• Confirm that the correct approvers are populated in the queue. If the incorrect PI is listed, contact the university Grants and Contracts office to have it corrected.

• Use the “X” to exit the record so the LR will not be locked, and others can view it.

• From the Labor Redistribution dashboard, click on the “Proxy/Super User” link on the top right of the page.

• Make sure the “Labor Redistribution” is chosen under the Application Selection. 

• Click on the “Add a new proxy” button at the bottom of the screen.

• Start typing the first or last name of the person you want to choose as your proxy. 

• When you find the name in the drop-down menu, click on it. Click on the “Save” button

• You will see the person listed as your proxy. If you want to delete them, select the proxy and click on the “Delete proxies button on the far right. 

• Click on the “Navigate to Labor Redistribution application” button on the far lower right of the page to exit out of the Proxy/Super User page.

• From the Labor Redistribution dashboard, click on the “Proxy/Super User” link on the top right of the page.

• Make sure the “Labor Redistribution” is chosen under the Application Selection. 

• Under the “Act as a Proxy for” section, click on the drop down list and choose the correct person you want to be a proxy for.

• Click on the “Navigate to Labor Redistribution application” button on the far lower right of the page to exit out of the Proxy/Super User page.

• You will see the person’s name in the top-right corner of the page.  Make sure you return to acting as “Self” when you are finished acting on behalf of this person.

• The LR dashboard shows any LRs in your approval queue.

• Choose the LR that you want to review and approve, and then click “Open”. If there is a batch number, that means there is more than one pay period in the LR.  You must then click on the checkbox before opening the LR.

• Review the update distribution to make sure it is correct. If it is a batch LR, you must look at each pay period by clicking on the drop-down menu on the right-hand side of the page.

• Click on the Justification tab. Review the justification to make sure it is correct.  You may add more information by adding a justification.

• Click on the Redistribution tab.  

• If the LR is incorrect, click the “Return for Correction” button.  You must submit a justification for the return. 

• If the LR is correct, click the “Approve” button. A green message will show on the top right corner to indicate that it was successfully approved.

1. Log in to Banner 9. 

2. Type PHR2LAR in the Go To… box .

3. GJAPCTL opens. 

4. Press ALT-PAGE DOWN or click the “Go” to get into PRINTER CONTROL. Enter “database” to download the CSV file. 

5. Press ALT-PAGE DOWN or click on “Next Section” to get into the Parameter Values. Tab to move the cursor to the entry field, use the Down arrow to move to another entry field, or use the mouse. 

Parameters Values: 

1. 01- Yea (Required)r: Enter the calendar year for the desired pay run as four numbers (YYYY).

2. 02-Payno (Required): Enter the Payroll Run as two numbers (XX). You may enter additional run numbers by duplicating this line and entering the other desired pay run(s).

3. 03-Disp (Required): Enter the payroll status (disposition number) desired.

   • 47, Pre-Balance Update: LR has been saved, but not submitted for additional approvals

   • 48, Pre-Approve Update: LR is in the approval routing queue

   • 60, Finance Extract: All approvals are complete, and the LR is waiting for the payroll process to start

   • 62, Finance Interface/Feed: Indicator that the finance feed file has been generated

   • 70, Complete: LR is complete and has been fed to finance. 

4. 05-Fund Code (Optional): Enter the desired Fund number that is on this LR for this employee.

5. 06-Grant Code (Optional): Enter the desired grant number that is on the LR for this employee.

6. Press ALT-PAGE DOWN to get into the Submission section.  If you use these same parameters frequently, you may want to click the “Save Parameter Set” checkbox. Press F10 or click on the “Save” button on the bottom right to run the report. When it is run successfully, a green message will pop up in the top right of the screen. 

7. Choose RELATED at the top right of the screen and select Review Output (GJIREVO).

8. Choose the … next to the Number box. This will bring up the Available Files box. Search for your report name (phr2lar_XXXXXXXX.lis)), and look for the appropriate date/time the report was run. It may take a minute or two for your file to show up, depending on the file size. You may have to look more than once. Click on the report and select “OK”.

9. Select Tools at the top right, click on “Show Document (Save and Print File)”. 

10.  When the “You have selected to Show File (phr2tsf_number) in a browser. Do you wish to  continue?” shows, click Yes (pop-ups for *.alaska.edu need to be enabled) 

11. The file will come up as text in the browser. Right-click on the page and choose “ Save as”.

12. Choose the desired location on your computer and enter the desired file name with a “.doc” extension.  Change the “Save as type:” to “All Files”. Click “Save”.  

13. Open in Word, change the orientation to landscape, and the font size to 9.

• July-December: LRs can be approved at any time and will be processed in the Tuesday adjustment run

• Mid-December to the beginning of January: LRs cannot be processed until W2s are finalized

• January-June: LRs can be approved at any time and will be processed as follows:

  • Current calendar year transactions are processed in the Tuesday adjustment run

  • Past calendar year transactions are processed in the Thursday adjustment run

• Fiscal Year End: Those LR runs designated on the payroll calendar that occur in July but are related to the previous fiscal year must have a posting date of 06/30/XXX. 

Click on the “Add Department Approver” button on the “Routing Queue” tab. Start typing in the person’s full name.  A list will populate with possible additions to the queue, which must have a GOAEACC record. Add the sequence number (19 or lower) to indicate the order in which the LR will be routed. If you are adding more than one person to the queue, make sure to give them sequence numbers to route in the proper order (i.e., Sequence 5 will review and approve the LR before someone in sequence 10).

Turn your phone to landscape, and you should be able to see the “select” button when you are choosing which record to approve.

• 47, Pre-Balance Update: LR has been saved, but not submitted for additional approvals

• 48, Pre-Approve Update: LR is in the approval routing queue

• 60, Finance Extract: All approvals are complete, and the LR is waiting for the payroll process to start

• 62, Finance Interface/Feed: Indicator that the finance feed file has been generated

• 70, Complete: LR is complete and has been fed to finance. LRs can only be initiated on records at disposition 70.

If the Fund PI or Grant PI is incorrect, contact your university's grants and contracts office to have them update it to the correct information.

Closed funds are not available to choose in the electronic LR. You must contact your university’s grants and contracts office to reopen the fund. The fund will remain open for only three business days to complete the approval queue. Please monitor to make sure it is approved within this time frame. 

Each Fund PI must approve the transaction. All Fund PIs must approve for the LR to move forward in the routing queue.

If one Department approver approves the transaction, then it is approved for all at that same sequence number.  If the department requires more than one approver, they should use different sequence numbers when adding them to the approval queue.

To have the program code populate automatically, the originator needs to enter the org code and choose from the drop-down menu.

No, the department approver must be different from the originator.

No, the department approver must be different from the Fund PI (Researcher listed on FTMFUND)

Yes, if you have Banner access, you can go to the GOAEACC page and look up the person.  If they are not listed in GOAEACC, then they do not have access.

Yes. If there were any changes to the Fund PI or other automated approvers, those will now populate.

Yes, all approvers from both the original and new funds will be listed in the approval queue.

Yes, you need to set up the labor redistribution proxy separately from the time approver proxy.

Automated overtime is a functionality built into BSS9 that allows for employees to enter all hours worked, including any overtime hours, under their default earnings code on their time sheet.

The move to automated overtime is a necessary step in our transition to BSS9 which will no longer allow for the custom manual overtime process currently used on timesheets. The current overtime process requires employees to track when they surpass 40 hours in a work week, use a separate earnings code to report overtime, and manually calculate their own overtime hours. This process has led to frequent miscalculations and underreporting of overtime. Automated overtime will eliminate the manual entry of overtime hours in timesheets, alleviating many, if not all, issues with overtime hours and pay calculations by removing the burden on the employee. 

All employees who are eligible to earn overtime and need to document overtime hours on their timesheet will follow this new automated overtime process.

Automated overtime is charged to the labor for regular hours entered on the timesheet. Employees will no longer be able to charge their overtime to a separate fund/org.

If grant funding restrictions prohibit overtime pay, a Labor Redistribution (LR) will need to be done by the department to transfer the charges to a general fund. Please contact your grant manager if you have any questions or concerns.

All hours, including overtime hours, will be entered into the time sheets under an employee's default earnings code. Overtime hours will no longer need to be reported under a separated earnings code / line item.

Whether time is submitted through the web timesheet or the paper timesheet, the automated overtime process is the same.  If the overtime premium is not charged to the correct funding, a labor redistribution will be needed to transfer the charges to the correct fund.

This is a big project with many connected parts. The change to the login page—especially adding separate student login links for each university—allows us to finish upgrades to financial aid and other student and faculty tools. This update not only delivers several improvements that are helpful to students, but also are important now to complete the overall project by the deadline. 

1. Open the Employee Dashboard

2. Select “Taxes”

3. To view or print your W-4, select “W-4 Employee’s Withholding Allowance Certificate” 

4. To view or print previous year 1095-Cs, select “1095-C Employer Provided Health Insurance Offer and Coverage Statement” and choose the relevant tax year. Note that 1095-Cs are not available electronically after 2020. 

To access your W-2, select “W-2 Wage and Tax Statement” and choose the appropriate tax year, then hit the “Display” button. For questions related to your W-2, please refer to the W-2 FAQs found here. 

There is no need to do anything.  Do not consent to the electronic form and you will get a W-2 in January in the mail as usual.

If you wait to opt-in for an electronic form until after the paper forms mail in January, you will be able to view the electronic form online as well. But you will need to remove your consent for electronic access prior to the next year’s mailing in order to receive a paper copy.

You may change your W-4 withholdings as many times as you want. The W-4 elections that are active when payroll processes will be what is used for that paycheck. 

• Only those 1095-C forms that were processed by UA are viewable electronically through UAOnline. All 1095-C forms after 2020, including the current year, are processed by an outside provider. They only provide the forms via paper. There is no electronic version available.

Under certain circumstances you may be able to change your W-4 withholdings. Please refer to your Tax Summary Report from Glacier to determine if you have certain requirements for W-4 elections. If you make a change in error, your W-4 withholdings will revert back to the IRS required elections. 

The look and feel of the initial login page will be improved and allow better use with mobile devices. The new dashboard will also provide basic employee information (such as benefits enrolled in and time off balances) directly on the landing page

Employees will see many employment details directly on the dashboard without needing to navigate through a series of menus. The dashboard will include:

• Profile picture and direct access to profile information to update personal information including address, phones, emails, and emergency contacts.

• Time off balances available to the employee

• Pay Information

• Earnings

• Benefits

• Taxes

• Job Summary

• Employee Summary

• Timesheets

The front page also includes a four square menu as another way to navigate through the information presented on the landing page.

One benefit of the upgrade is that employees can more easily update their own personal information through the new employee dashboard. Click on the “edit” icon to make changes. If you need assistance contact your HR Coordinator or reach out to human resources at ua-hr@alaska.edu or (907) 450-8200.

The photos in Banner SS9 are imported from university ID card records. If you want an updated photo you’ll need to get a new ID. Please contact your university office that issues ID cards for details on how to request an update:

UAA Wolfcard

UAF Polar Express

UAS Whale Card

If you are a remote employee, still contact your university ID card department.  They will be able to answer your questions about submitting a new photo. 

If you are a System Office employee, please contact the university closest to your work location to get your university ID or update your photo. 

You can see your own photo in the My Profile landing page, the Personal Information dashboard, the Employee dashboard and the Faculty Grade Entry page. As other UAOnline upgrades occur, supervisors may be able to see their employees’ photos, faculty and advisors may be able to see their students’ photos and students may be able to see their faculty’s photos.

Click on the “Enter Time” button on the Employee Dashboard.

Nothing has changed.  Fill out your timesheet as normal. 

1. Open the Employee Dashboard.

2. Click on "Pay Information."

3. Select "All Pay Stubs" from the drop-down menu.

4. From the list, click on the date of the pay stub you want to print.

5. Click the "Printer Friendly" button at the top of the pay stub.

1. Open the Employee Dashboard

2. Click on “Full Leave Balance Information”

3. Click on the specific type of leave to see details for that leave type

4. Leave accrual and usage is displayed by Pay Period

1. Open the Employee Dashboard

2. Current leave balances by leave type are displayed next to or just under your photo.

When an employee logs into the employee dashboard, they will navigate through the dropdown menus directly underneath their profile picture and click on the “Benefits” dropdown. The employee will then click on “Current Summary” within the drop down. This will redirect the employee to the Benefit Summary Date Criteria page. Leave the “as of” date “current” and click “select.” The employee will then be able to view their current benefit enrollments when scrolling through the page.

This page can be found by clicking on the benefits dropdown menu on the homepage. This page shows active and inactive beneficiaries and dependents. It does not show who is currently covered on medical, dental, or vision, nor does it show current beneficiary information on Basic Life Insurance, Supplemental Life Insurance, Accidental Death & Dismemberment, Public Employees Retirement System (PERS), Teachers Retirement System (TRS), Optional Retirement Plan (ORP), UA Pension Plan, 403(b) or 457(b)s.

To locate current dependents enrolled on a medical, dental, or vision plan, please return to the employee dashboard and click on the benefits dropdown menu and select "current summary" to navigate to the Benefit Summary Date Criteria page. On this page, leave the “as of” date “current” and click “select.” This will show the employee's dependents and what coverages they are enrolled in.

Employees cannot add or remove a dependent from medical, dental, or vision coverage from this page. New employees can add a spouse, Financially Interdependent Partner (FIP), and dependent children under the age of 26 within 30 days of their first day of employment. Review the Benefits Overview for New UA Employees webpage for more information. Current employees can only add or remove a spouse, FIP and/or a dependent child only if they have experienced a life event. Please review the Life Event webpage for more information.

To locate current beneficiaries on a life insurance plan, please reach out directly to ua-benefits@alaska.edu or (907) 450-8242. 

To locate current beneficiaries on a retirement plan, please reach out to the retirement vendor directly. 

If you have additional questions, please contact UA Benefits directly at ua-benefits@alaska.edu or (907) 450-8242

There are two ways that employees can reach their direct deposit information, from the "My Profile" or the "Employee" pages.

The Direct Deposit Allocation screen contains the most recent payroll distribution at the top, with the proposed or future distribution below it. Changes to the distribution amounts, locations and accounts can be managed in the "proposed" section.

When you are updating your direct deposit, be sure to use the save button in the lower right corner. If you navigate away from the page after making changes, and do not hit the save button, the changes you made will not save and your direct deposit will revert back to it’s last save point

Please report any UAOnline issues to your university OIT office: 

• UAA: uaa.techsupport@alaska.edu 

• UAF/SO:  helpdesk@alaska.edu       

• UAS: uas.helpdesk@alaska.edu