Transcript FiscalYearEnd2013HUG2013_07_30

University Human Resources
& Payroll
HR U SERS G ROUP ( HUG )
Operations & Systems
August 2013
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Agenda
2013 Fiscal Year End – Key Information
 Key Dates & Deadlines
O P E R AT I O N S & S Y S T E M S
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Salary Planning, Position and Job updates, Employee Pay corrections
 Salary planning for Employees on Leaves of Absence
 Salary planning for Bargaining Unit Employees
 Salary planning corrections
Benefits Deadlines & Reminders
Taleo Updates
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Key Dates & Deadlines
O P E R AT I O N S & S Y S T E M S
Salary Planning: PeopleSoft Upload Dates
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8/26 – 8/30 for Faculty
8/26 – 9/10 for Academic Staff
9/04 – 9/10 for Non-academic staff
Adds a new job data record row with the effective date of 9/1/13
Displays action of “Pay Rate Change” and a reason as follows
 “Academic Year Salary Change (ZAY)” – for Faculty
 “Base Pay Increase (BPI)” – for Academic Staff
 “Base Pay Increase (BPI)” – for Non-academic staff
 Submit HelpSU ticket for Job Record Corrections after 9/1 Salary Load but by 9/12/13
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Key Dates & Deadlines
Position and Job Updates: gather all changes, ensure entry to PeopleSoft are completed
O P E R AT I O N S & S Y S T E M S
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Updates with effective dates prior to 9/1/13 should be completed by 8/31/13
Updates with effective dates on or after 9/1/13 may NOT be initiated until Salary Planning has
been loaded for the local unit
Resolve employee overpayments or underpayments
 Payroll does not have a correction period. Corrections (overpayments, missing pay, etc.) occurring
after the close of the 08/31 pay period will post in FY14
 Note: Off-Cycle Check transaction processed on 9/3/13 will post in FY13
 Repayment checks should be submitted to Payroll no later than end of business Monday, August 26
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Salary Planning for Employees on Leaves of Absence
O P E R AT I O N S & S Y S T E M S
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Employees may be eligible for a 9/1 salary increase, at the department’s discretion
Applies to full-time and part-time basis leaves, disability or FMLA
Can affect timecard, pay, and benefits – crucial to get it right and in on time
 By 9/9/13, enter any manual increase for an employee on leave
 By 9/13/13, urgently advise DLS if you entered a manual increase after 9/9/13
 After 9/13/13 please don’t even attempt it - call DLS first
Employees on a continuous LTD (Long Term Disability ) leave are NOT eligible for a 9/1 increase
Important Warning: Processing an increase retroactively to the 9/15/13 pay period after that pay
period has already closed, will impact salary continuation payments and may cause an overpayment
or underpayment – so this is strongly discouraged
 If you proceed, your local team will be responsible for calculating, pursuing, and clearing any
overpayment or underpayment that may occur
 Advise DLS email hotline immediately of any retroactive increases: [email protected]
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Salary Planning for Bargaining Unit Employees
R EVIEW P RIOR TO 9 / 1 / 1 3
O P E R AT I O N S & S Y S T E M S
 Bargaining Unit Salary Increases
 The 9/1/13 range adjustment for SEIU bargaining unit employees in ranges A08 to A80, including
employees on leave of absence, will be loaded in PeopleSoft as of 8/29/13
 Adds a new job data record row with an effective date of 9/1/13
 Displays action of “Pay Rate Change,” reason of “Range Adjustment”
C OMPLETE D URING 9 / 4 TO 9 / 1 6 / 1 3
 Employees in ranges A08 to A80 who also require a step increase
 Set the effective sequence to 1 (or the next numeric sequence) when using the same effective
date of 9/1/2013 for the step increases
 Employees in grades A00 and A99
 Process a manual Employment Update web form using a Pay Rate Change  Range
Adjustment, because there are no step amounts in the salary grade table in PeopleSoft HRMS
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Salary Planning – Bargaining Unit Employees
O P E R AT I O N S & S Y S T E M S
Helpful Tip
When bargaining unit employees receive a 9/1 step increase in addition to the standard range
adjustment
 Please review 9/1/13 to 9/15/13 timecards to ensure the correct step is indicated for all worked shifts.
 Supervisor or TLA: update timecards by 9/16 to correctly reflect each shift worked at the correct step
level
Example:
Joe receives a 9/1 step increase to step 15, with upload completed on 9/6/13.
 Joe enters punches into his timecard daily
 For 9/1 through 9/5, his timecard Step field will default to Step 14
 Starting on 9/6, it will default to Step 15
 The supervisor or TLA will need to manually change the Step 14s to Step 15s in order for the
appropriate pay rate to be received for shifts worked from 9/1 through 9/5
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Salary Planning Corrections
 Review the outcome of the Salary Planning upload for your school or unit as soon as it completes
 Submit a HelpSU ticket for any corrections by 9/13/13, for example:
O P E R AT I O N S & S Y S T E M S
 Transactions that need to be entered into PeopleSoft with an effective date prior to 9/1/13,
after a 9/1/13 salary row has already been created
 Corrections to, or deletions of, 9/1/13 salary increases that have already been uploaded via
the Salary Planning module or already entered manually by the local unit
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Benefits Deadlines
New Hires/Rehires: enter new hires within the 31 day window to ensure that employees can elect
their benefits
O P E R AT I O N S & S Y S T E M S
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PeopleSoft entries may be completed up to two pay periods before Benefits Eligible Date
Missing data will delay employee enrollment (SSN, gender, salary)
Both Home and Mailing addresses must be entered for all benefits eligible positions
Terminations: Cobra packets - sent out ~2 weeks after terminations are completed in PeopleSoft
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Submit Termination Webform to Payroll (as soon as you know)
SLAC transfers must be terminated from Stanford and rehired at SLAC
Open Enrollment: complete address updates by 9/1/13 to ensure a smooth Open Enrollment
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In StanfordYou an employee’s “Permanent address” = Home Address
 Update Permanent and Mailing address fields
 Medical/Life and Retirement plan communications go to the Mailing Address
In PeopleSoft: HRAs update both Home and Mailing address fields
 If home address is missing, the employee will not be able to elect benefits
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Benefits Reminders
Benefit Eligibility Date
The date of hire opens a 31-day Benefits enrollment window.
If the benefits eligibility date needs to be changed/corrected:
O P E R AT I O N S & S Y S T E M S
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Do not attempt to change it
Submit a “Ben Bin” HelpSU ticket requesting assistance
Support Resources
For HR & FAO:
 “Ben Bin” HelpSU tickets
 Used for Benefits escalations
For Staff/Faculty:
 Benefits Service Team
 (877) 905-2985 (option 9)
Open Enrollment
October 28 through November 15, 2013
 Campus meetings will be posted on the Benefits website
 benefits.stanford.edu/cgi-bin/
 Home and mailing address updates should be completed by 9/1/13
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Taleo Updates
REMINDERS
ALL REQUISITIONS OPEN IN
CANCELED BY 8/ 31/2013
O P E R AT I O N S & S Y S T E M S
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TROVIX
NEED TO BE FILLED OR
Requisitions that were migrated to Taleo will be closed on your behalf (no action is required)
Requisitions that were “open” but “not posted” at the time of go-live require your attention.
Targeted emails are on their way.
T O U N - P O S T A R E Q U I S I T I O N , S I M P LY U N - C H E C K “ S TA N F O R D E X T E R N A L ” A N D
L E AV E T H E 2 ND PA S S C H E C K E D
 Removes the posting from all external websites, but at the same time allows the final candidate to
complete the 2nd pass information. If the 2nd pass is unchecked, then the candidate will be blocked
from completing their application.
 The status of the requisition will remain “Open/Posted” - see the “Posting and Sourcing” tab.
REQUISITION TIPS:
 It is good idea to confirm that the hiring manager has the appropriate authority in Authority Manager
 If not, the local HRM has access to grant hiring manager authority
 If you are removing your name from the Recruiter field then add yourself as a collaborator
 When posting a Waiver type req only post to 2nd Pass
 The posting of a Waiver type req, or any re-posting action will generate auto-notification
 To see Filled or Cancelled Reqs select “Include inactive requisitions”
M A C U S E R S : I F Y O U A R E H AV I N G I S S U E S T R Y U S I N G C H R O M E B R O W S E R