Employee Record Maintenance: Quick Actions
Update immediately when:
- Work location changes
- Supervisor changes
- Employee separates or becomes inactive
Review quarterly:
- Run Employee Roster Audit & Update Report in Cognos
- Correct supervisor and work location records
- Remove inactive employees
Submit:
- Separation requests via Employee Separation Request Form
- Supervisor/work location updates via Audit Report upload
Accurate Banner records support payroll, reporting, system access, compliance, and employee services. HR Partners are responsible for maintaining employee records and completing quarterly roster audits.
Changes that Require Immediate Action
If this changes... | Action | Resource |
|---|---|---|
Work location | Update immediately. | |
Supervisor | Update immediately. | |
Employee is no longer working or active | Complete the appropriate separation process. | Non-student employees: Employee Separation Request Form Student employees: Student Separation Guidance |
Why These Records Require Immediate Updates
Work Location
The work location should reflect where an employee performs 51% or more of their work.
This field affects taxation, insurance eligibility, workers' compensation rates, leave options, minimum wage requirements, and FLSA compliance.
For hybrid employees who work primarily from home, use the employee's home city rather than their campus location.
Supervisor Records
Supervisor records identify supervisor positions and the positions that report to them.
Accurate supervisor information supports Banner reporting, MyTrack permissions, learning access, supervisor email lists, DuckWeb functionality, and organizational charts.
Inactive Employees
Employees who are no longer working should not remain active in Banner.
This includes student employees, temporary employees, courtesy appointments, and campus associates.
Inactive records that remain active can create security risks, inflate employee counts, and increase financial or administrative costs.
Audit and Update Workflow
Run the Employee Roster Audit and Update Report at least quarterly to verify employee, supervisor, and work location records.
Step 1: Run the Report
- Log in to Cognos. (How to get access to Cognos.)
- Navigate to HR Reports.
- Select Employee Roster Audit and Update Report.
- Select the appropriate organization level(s) and run the report.
- Download the Excel file.
Step 2: Review Records
Review your roster and verify the following:
- Employees who are no longer active.
- Supervisor assignments and reporting relationships. Please note that supervisors must have a paid appointment to compensate for the work.
- Employee work locations.
- Records flagged in the Supervisor Notes or Work Location Notes columns.
Step 3: Take Action
- For employees who are no longer working, complete the appropriate separation process.
- Enter supervisor corrections in the NEW Supervisor columns. Be sure to add the correct Supervisor Position Number.
- Enter work location corrections in the NEW Work Location columns.
- Remove rows that do not contain changes before submitting the spreadsheet.
Step 4: Submit
- If changes were made, upload the updated spreadsheet using the HR: Employee Roster Audit and Update Report Upload forms upload.
- Include the Department, Unit, College, or VP Area name in the file name or description.
- If no changes were identified, no submission is required.
Common Issues Found During Audits
- Employee left but remains active
- Supervisor field is blank
- Supervisor has changed positions
- Remote employee's work location is incorrect
- Work location city/state does not match actual work location
Who to Contact
Need Help With | Contact |
|---|---|
Cognos reports and audit review | |
Banner updates and audit submissions | |
Work location questions | |
Supervisor record updates |