OPUS Guide
Home Menu Screen
- Home Menu is the screen used to bring up an employee record. It is recommended to use an EID number, SSN, or Student ID number. Name criteria can be used but may bring up a listing of more than one employee with the same name.
- The Action menu contains options to update an employee’s record. This is only available to users with Update access.
OPUS Detail Screen
- The Detail Screen is separated into 3 levels of information:
- ID level - employee information, Home Department and employment
- Appointment level - information about employee's position
- Distribution level - start/end dates, budget number, earnings type…
Note: An employee may have multiple appointments on the detail screen, each of which can be viewed by clicking on the appointment tabs.
Selection Menu
This menu allows users to generate a list using specific criteria. For example, to create a list of inactive employees or employees in the unit.
Note: Users must specify/choose only one search criteria from this menu.
Creating a List
The list is obtained when a name (a common last name first initial) is entered from the "Home Menu" or criteria entered using the "Selection Menu Required/Optional Criteria".
A list contains a number of identifiers for each employee including; employee ID, name, and last date of update.
- Under each employee name is an underlined description of each of their appointments.
- Each appointment description serves as a link to the detail screen.
- Also, next to the name of an employee is a link to their Summary screen.
Note: A list will be saved until a new list is created or the user logs out. The word "List" will remain on the black tool bar if users need to return to it.
Making Changes in OPUS
Initial Appointment with UW/Return to UW
An initial hire is done when an employee has never worked at the UW or if the employee has been separated and is returning. Required information to enter the initial hire/return includes the social security number, employment effective date, residency status, gender and date of birth.
The Employee Identification number (EID) and a Private Access Code (PAC) will be generated. Your new employee will need the PAC and EID to establish their UWNetID and obtain email access. Direct them to https://uwnetid.washington.edu/newid/
NOTE: Employee home department information will appear if the individual is a rehire and has an EID number already established.
Change to Existing Appointment
Any change made to an employee’s established record. For example: Changes to the budget #, earn type, Dist. % FTE, etc.
Distribution changes – Changes to distribution lines are done by putting an end date on the current distribution lines and entering a new distribution line with the new information (budget number, FTE%, earn type).
Appointment changes – Appointment change such as a salary change or job class change are done by entering the new information on the current appointment and clicking Submit. OPUS will prompt for the effective date of the change and create a new appointment with the new information and end the old appointment and distribution lines. If the change is retroactive, OPUS will update the information using the current appointment.
Leave of Absence & Shared Leave
Leave of Absence – This is entered in OPUS when an employee will be on leave for an entire pay period or longer. The Leave of Absence/Return from Leave option will prompt for the starting day of leave, anticipated return date and the leave reason. Once these fields are submitted, OPUS will automatically end the current distribution line effective the day before leave begins, enter the leave distribution, and re-start the paying distribution line effective on the return date specified.
Note: The 'Leave Reasons' will correspond with the job class codes. If you are unsure which reason to use, contact the appropriate Central Office (HR, Academic HR, UWMC HR, or HMC).
Shared Leave - Shared leave must be approved by Human Resources. It is a program which allows eligible state employees to donate part of their accumulated annual, sick leave, and personal holiday leave hours to co-workers whose regular paid leave has been depleted because of extraordinary illness. See http://www.washington.edu/admin/hr/polproc/leave/shared-leave.html
Enter Shared Leave by choose Leave Reason: Illness/Disability. OPUS will bring up choices for the type of leave; full leave, partial leave, Authorized Leave without Pay, Standard Leave without Pay, Shared Leave, Not Shared Leave. Choose full leave and then choose Shared Leave. OPUS will create the Shared Leave (SLP) distribution line and end the current distribution. OPUS will also restart the employee’s pay distribution based on the return date of the leave.
Return from Leave - Used when an employee has returned from a leave of absence sooner than the anticipated return date entered in OPUS. Using this feature will allow users to update the Anticipated Return Date and OPUS will adjust the distribution lines.
Separation
A separation is done when the employee leaves the UW or when an employee has more than one appointment and employment has ended in one of the departments.
Separation from UW – Enter the last day the employee will work as well as the reason for the separation. OPUS will end the appointment and distribution lines. After payroll cutoff has occurred for the last pay period the employee worked, the employee status will change to Separated.
Note: If you are unsure which reason to use, contact the appropriate Central Office (HR, Academic HR, UWMC HR, or HMC).
Separation from Department – This is used when an employee has more than one appointment and they will still be working at the UW in another department. Choosing this option will not prompt for a leave reason. OPUS will end the appointment and distribution lines for the appointment and the employee status will not change to separated until a Separation from UW is entered.
Name Change
Names changes in OPUS are done by the department. The Payroll Coordinator should make the change only after the employee has presented legal documentation with the new name. Changes can be done by going to the name field in the information section of the employee’s record and entering in the new name (last, first).
Retroactive Appointment Changes
Changes done to appointments when the effective date has already passed are considered retroactive. It is important that departments determine if any retroactive changes will result in an underpayment (employee was not paid the full amount) or an overpayment (employee was paid more than they should receive).
Retroactive changes to appointments do not create new appointments. OPUS will overwrite the old information on the current appointment and create a new distribution line.
Note: Do not delete appointments or distribution lines. It is best practice to keep a record of the dates and changes. OPUS will remove the expired information automatically after several months.
Central Office Changes
These are changes that only the Payroll Office can make. Please contact pronline@u.washington.edu for questions.
- Changing Employment Start Date
- Modifying Perm/Temporary Indicator
- SSN changes/EID changes
OPUS Tips and Tricks
Expander Buttons & Blue "I's"
Expander Buttons open the ID Level or the Appointment Level to additional information
- ID Level: SSN or Temporary Hours link.
- Appointment Level: increment/probationary info, job class entry date.
Blue I's indicate additional information related to a particular field
- ID Level: Blue "I" with Student ID field shows comparison of student record in the Student Data Base and OPUS.
- Appointment Level: Blue "I" with Job Class Field brings up search engine to find job class codes and job specs depending on job class.
- Distribution Level: Blue "I" with budget number shows budget info.
Blue Links
Blue Links indicate contact information or definition information.
- ID/Appt Level: Link for Payroll Unit displays contact information for Payroll Coordinator(s).
- Distribution Level: Earn Type Heading Link - Displays earnings types applicable for that particular appointment.
- UWNetID link: Audit stamp at bottom of OPUS record displays contact information for the person who last updated.
Adding Notes
When entering any type of change into OPUS, it is always a best practice to add a note to give reason or approval of why a change has happened. This may 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.
Notes become a permanent part of the PERM and cannot be removed. It is also not possible to add only a note to a record and resend the PERM. An actual change to the record must be made (budget #, %FTE, distribution change, etc…). An additional note can be added to a PERM that has already been created. Instructions are located on the PERM Retrieval page.
Helpful Hints and Best Practices
It is recommended that a “note” be entered for all changes done in OPUS. Central offices require that prior approvals be copied and pasted into the "Notes" function. If a note was not entered, one may be added to the PERM in the PERM Retrieval System.
Before separating an employee from the UW, verify if this person has another appointment on campus. If they do, contact the other department to determine if the individual should be separated in OPUS.
If an employee works for multiple departments, changes to another department's appointment should not be done without prior approval. The Home Department is responsible for the employee’s record, however each department is responsible for changes to their appointment in OPUS.
An employee of the UW is allowed up to 10 active appointments with up to 7 distribution lines per appointment. Hover over the appointment tab to view additional information regarding each appointment. Click on the tab to show the actual OPUS appointment detail.
Remember to review your Post Entry Review Messages (PERMS).