Departments must keep adequate documentation to support personnel/payroll actions entered into OPUS. This includes documentation of the request and the accompanying approval. Please see Payroll Online Systems and Payroll Coordinator’s Guide for more information on personnel/payroll actions entered into OPUS.
Adding Notes in OPUS
Changes made in OPUS should always have a note on the PERM to document the reason or approval of why a change has happened. This will help prevent any miscommunication between the enterer of the change and the reviewers of the change.
The "Notes" function can be found on the black tool bar and can be used any time prior to "Submit". If an enterer has not specified adding a "Note", a prompt will appear after clicking "Finish. Send PERM" allowing the enterer another chance to enter a note. Most Central Offices give specific instructions via email to add a note when they have approved a change. This is a requirement and the email can be copied and pasted into the "Notes" box.
The original documentation for the change (email, paper, etc.) should be kept at the department level. Auditors may request to see the original approvals for the change.
Notes become a permanent part of the PERM and cannot be removed.
Creating an Additional Note
Additional notes can be added to records after the change has occurred and the PERM created. Bring up the PERM using the PERM Retrieval function or Employee Overview/Prior Actions.
The link “Create Additional Note” will be on the top right of the PERM. Enter in appropriate note. This may be the email sent by HR or Compensation in which enterer must copy and paste.
A Notification Box indicates additional note added and "View Additional Notes" tab appears for user/PERM recipients to view added note.
Note: Creating an additional note will not generate a new PERM. Additional Note will need to be viewed on PERM detail. It will appear at the bottom of the PERM.
Audit requirements recommend at least two PERM reviewers for each payroll unit. The PERM reviewer would receive all PERMs created for the payroll unit code (PUC). This allows the unit to ensure that employee records are updated correctly and can help prevent overpayments, underpayments and incorrect budget encumbrances.
OPUS Review access is provided by the department ASTRA Authorizer.
Separation of Duties
Staff should never make updates to their own records. Even if you are the Payroll Coordinator/OPUS Updater, someone else with OPUS update capabilities should make any changes to your record. This is considered a separation of duties and within audit requirements regarding employee records.