SEMA4 Department Change Form
You will NOT receive a confirmation saying MMB has received your form; the Security Administrator will contact you when the addition or change has been made.
Agency Name *
Example: Minnesota Department of...
Your answer
Agency Code *
Three-character agency code
Your answer
Action Requested *
ACTION REQUESTED: Check the appropriate box(es); when you check "New Department" the Reports To Department ID is required below. The Reports to Department ID identifies the relationship of departments on the Department Security Tree. SEMA4 uses the Department Security Tree to identify "who" an operator can access.
Reports To
Required only if "New Department" was selected for Question 3.
Your answer
Department ID (Question 5) *
A seven character code. The identification code of the department. The first three characters of the Department ID must equal your agency code.
Your answer
Effective Date *
Format: MM/DD/YY
Your answer
Long Description *
30 character maximum field. The description of the department that displays on pages and reports. This description should be unique.
Your answer
Short Description
10 character maximum field. The description of the department that displays when there is not enough space on the page or report for the 30 character field.
Your answer
Location SetID
3 character agency code followed by MN
Your answer
Tax Code Location
The value for this field should be the state where the employees in this department will be working. This field should be set up as MN unless the department will contain employees working in another state. If the department will contain employees working in multiple states, then this field should be left blank.
Your answer
Location Code
5 character code of the default location on the department. To find a list of locations, go to the SEMA4 Home page and click through the following pages: Set Up HRMS - Foundation Tables - Organization - Location
Your answer
EEO4 Function
5 character code of the default location on the department. To find a list of locations, go to the SEMA4 Home page and click through the following pages: Set Up HRMS - Foundation Tables - Organization - Location
Branch of State Government
5 character code of the default location on the department. To find a list of locations, go to the SEMA4 Home page and click through the following pages: Set Up HRMS - Foundation Tables - Organization - Location
HR Processing Unit
Up to a 7 character code for the department's HR Processing Unit. The primary use of this field is for report distribution. To find a list of HR Processing Units, go to the SEMA4 Home page and click through the following pages: Set Up HRMS | Foundation Tables \ Organization | Processing Unit Table. Enter your 5 character agency SetID (consisting of your 3 character agency code plus MN, example G24MN in the SetID field, click on Include History and then on Search, the system will display the valid units. The HR Processing unit must exist before it can be assigned to a department.
Your answer
Payroll Processing Unit
Up to a 7 character code for the department's Payroll Processing Unit. The primary use of this field is for report distribution. To find a list of Payroll Processing Units, go to the SEMA4 Home page and click through the following pages: Set Up HRMS | Payroll Setup | Org Structure | Payroll Processing Units. Enter your 5 character agency SetID (consisting of your 3 character agency code plus MN, example G24MN in the SetID field, click on Include History and then on Search, the system will display the valid units. The Payroll Processing Unit must exist before it can be assigned to a department.
Your answer
Month-end funding splits
Select from the following codes to define the desired month-end split for each month of the fiscal year. N = No split (This is the default for all months except June.) A= Split by actual hours worked in each month (always indicated for June). P = Split by prorating the number of workdays in each month. Please enter the month and the code. Enter one choice for each month. If you do not specify the month end split fields, the default will be 'N' for July through May and 'A' for June.
Your answer
Initial Setup for Self Service: Time Entry
Initial Setup for Self Service: Approve Department for Self Service Business Expense
Accounting Process Date
Pay Period End Date is the default. Under very limited circumstances where it may be mandated in statute, Pay Date may be required. Currently, this option is used by Judicial Departments ID's only.
Special Overhead Allocation
This option is available only to MnDOT. If you are unsure, please consult with your agency accounting manager. Select this option for departments that require a special labor distribution split for the overhead portion of time and a half overtime pay.
Name of Person Completing This Form *
If someone other than the Table Administrator is completing this form, they should record their name in this field.
Your answer
Phone *
The phone number (including area code) of the person who completed the form.
Your answer
Table Administrator *
Name of designated Table Administrator.
Your answer
Electronic Signature - Mandatory *
Checking this box means the Table Administrator completed this form or the Table Administrator has knowledge of and has approved the completed form.
Required
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