Transcript Onboarding at Stanford

HRMS Users Group
1:30 – 3:00 pm 08/23/11
Clark Center Auditorium
8/23/11
1
Overall Agenda
• SUNetID/RegAdmin Updates
– Kevin Dale, Administrative Systems
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Benefits Refreshers
– Ann Klug & Reggie Johnson, Benefits
• Payroll/Axess Timecard Updates
– Shawna Powell-Blunt, Payroll
•
PeopleSoft and Salary Planning Updates / Announcements
– Vicky Tran, HR Information Systems
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New HR Home Page
8/23/11
2
Search Match Changes to
SUNet ID Creation
• We enhanced the search match process between
PeopleSoft and the Registry
— Occurs when employees create a SUNet ID
 Create by using UnivID/Emplld
 Create by using Personal Data without UnivID/Emplld
• Recommendation and best practice
— When requesting a SUNet ID – USE the UnivID/Emplld
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This is the most accurate and best way
Helps to ensure and prevents the creation of duplicate IDs
— Why not have users setup SUNet ID using personal data
08/23/11
 This is the least accurate way because it only performs weak search
 It requires the user to enter all of the identity data
o First Name, Last Name, DOB, Gender and SSN
o All must match – Abby vs. Abigail
3
Short Demo
• This should make the process less prone to creating multiple
identities
• Another step towards no longer needing - RegAdmin
8/23/11
4
Benefits Refresher
Help us enhance the employee’s Benefits experience!
8/23/11
5
Benefits Agenda
• PeopleSoft Data Entry tips
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Data
Timeliness
Permanent/Mailing Address
Benefits Salary
Benefits Eligibility Date
Resources
• 2012 Open Enrollment
– Oct 24 – Nov 15
8/23/11
6
Focus on Data
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Date of Hire
Date of Birth
FTE hours
Social Security Number
Gender
Correct address/zip code
Correct benefits salary
NOTE: If missing/incorrect, the employee will not be able to elect benefits
8/23/11
7
Timeliness
• New Hires/Rehires
– Up to two pay periods before Benefits Eligible Date
– Benefits Salary information
– Home and Mailing addresses
• Terminations
– Submit form to Payroll (as soon as you know)
– SLAC transfers must be termed from Stanford
• Leaves
– Notify Disability and Leave Services (as soon as possible)
8/23/11
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Permanent Address
• Drives eligibility for health plan
– Need to live in zip code area for an HMO
• Drives what the employee “sees” in the enrollment
system
– If address is out-of-state, the employee will only see the Blue
Shield plans
• J1 Visa Employees
– Submit a “Ben Bin” for zip code assistance
8/23/11
9
Address Update
• Employees: stanfordyou.stanford.edu
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Update Permanent and Mailing address fields
“Permanent address” = Home Address
Medical/Life communications go to Mailing Address
Retirement plan communications go to Mailing Address
• HR Administrator: PeopleSoft
– Update both Home and Mailing address fields
– If home address is missing, the employee will not be able to
elect benefits
8/23/11
10
Benefits Salary
• Benefits Salary drives:
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Basic Life insurance
Supplemental Life insurance
Accidental Death and Dismemberment (AD&D)
Long Term Disability
NOTE: If missing, employee record will not update in benefits system
8/23/11
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Benefits Eligibility Date
• Opens 31 day Benefits enrollment window
• If the date needs to be changed/corrected
– Do not attempt to change it
– Submit a “Ben Bin” ticket requesting assistance
8/23/11
12
Resources
HR Resources
• PeopleSoft job aids
• HelpSU
– PeopleSoft data-entry questions
– http://helpsu.stanford.edu
• “Ben Bin” Request
– Benefit Escalations
– HR/FAO staff only
Staff/Faculty Resource
– Benefits Service Team
– (877) 905-2985 (press option 9)
8/23/11
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2012 Open Enrollment
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(First) Open Enrollment Newsletter drops: Aug 23
Open Enrollment Town Hall meetings kick-off: Aug 24
Open Enrollment site opens: October 24
Open Enrollment Service Team: October 24
Open Enrollment Period: October 24 – November 15
Open Enrollment and Web Ex workshops:
benefits.stanford.edu
• Open Enrollment material: benefits.stanford.edu
8/23/11
14
Payroll/Axess Timecard Agenda
• Payroll
– New Earnings Code for Cell Phone Supplement
– Fiscal Year End
– Winter Closure Planning
– Other Reminders
• Axess Timecard
– Timecard Approval Delegation
– Seasonal Layoff Accruals
– LD Default Option – Coming Soon
8/23/11
15
New Earnings Code - CEL
• The IT Efficiency Task Force recommended a change to
University policy which will become effective on 9/1
– All cell phone reimbursements cease as of 12/16
– The following two options are available to departments to provide
employees with University provided cell service:
 Provide cell phone services through the IT Services Cell Phone Program
 Request a non-taxable payroll supplement of $25/month (maximum)
• Schools/Departments will determine local policies for
approving and paying for business cell phones.
• This policy does not apply to tablet devices (iPads) and
related services plans, wireless cards and internet service
plans.
– Payment practices currently in place for these devices and/or plans
may continue.
8/23/11
16
New Earnings Code - CEL
• A new Earnings Code – CEL – is now available in the
Supplemental Pay Webform for payment of the supplement
– Departments may begin using the code now
– A maximum of $12.50/pay period may be entered
– CEL may be entered to extend for any duration of time
 The business need for cell phone services must be reviewed periodically
by each employee’s manager, or financial staff in the business unit, and
adjusted as necessary. A yearly review is recommended.
– Retroactive payments should also be made with the CEL code
 The $25/month limit applies to retroactive payments
8/23/11
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New Earnings Code - CEL
• Employees will receive the supplement as part of their
regular semi-monthly paycheck
– The supplement is non-taxable and not eligible for benefit
deductions
– Employees will see a separate line item on their pay statement
labeled as ‘Cellular Phone Stipend’
8/23/11
18
Fiscal Year End
• The 8/31 pay period is the last for FY11
– Payments included as part of the regular payroll will be included in
FY11
– Payroll does not have a correction period
– Corrections (overpayments, missing pay, etc.) occurring after the close of the
8/31 pay period will post in FY12
– Work to resolve identified overpayments prior to fiscal year end
– Repayment checks should be submitted to Payroll no later than Noon on
Tuesday, August 30
8/23/11
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Winter Closure Planning
• Winter Closure is Monday, 12/19 - Monday, 1/2
• Refer to the Payroll Schedule at:
http://www.stanford.edu/group/fms/fingate/staff/payemployee/res_jobaid/payroll_schedule_deadline.html
• Due to timing, Payroll cannot run until Friday, 12/16, the
last day prior to Winter Closure
– Gross Pay will not be available until Saturday, 12/17
– Payroll will be open for limited hours on 12/19 & 12/20
 Pay corrections for the 12/15 pay period will be processed on these days
 Transactions will require appropriate HR approval, including a fully approved
Off-Cycle Check Webform
o Payments will be distributed by US Mail
 No other transactions (discretionary payments, etc.) will be processed
– Please plan for handling pay corrections for your employees during
this two day period
8/23/11
20
Other Payroll Updates
• Form W-11, HIRE Act Employee Affidavit, is no longer valid
– Remove this form from New Hire packages
– During 2010, Stanford received a FICA tax credit of $385,000 due
to your efforts in collecting the W-11 Form
8/23/11
21
Timecard Approval Delegation
• Approval delegation for both Time & Leave Administrators
and Supervisors was rolled out in July 2010
– Authority may be delegated to any active Stanford employee
– The delegate has full access to all of the functionality in Review
and Approve Timecards for the delegated list of employees
• Delegates, especially those who do not otherwise have
access to Review and Approve Timecards, should be
advised of the scope of their responsibilities in relation to
timecard approval
• The original Time & Leave Administrator/Supervisor may
continue to Review and Approve Timecards even with the
delegation in place
8/23/11
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Timecard Approval Delegation
• To delegate approval, navigate to Review and Approve
Timecards
• Click the Delegate Authority link at the bottom of the page
8/23/11
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Timecard Approval Delegation
• Type in the Emplid of the employee to whom you wish to
delegate authority
– Click the
icon to search for the Emplid by name
• Enter the start date of the delegation in the From Date field
• Enter the end date of the delegation in the To Date field
– Select a To Date several years in the future to delegate indefinitely
• Click OK to save your delegation
8/23/11
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Timecard Approval Delegation
• To see authority that has been delegated to you:
– Navigate to Review and Approve Timecards
• Click the
icon for the Available Delegations field to see
your delegations
8/23/11
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Timecard Approval Delegation
• Click the Look Up button to see your delegations
• Select the appropriate link from the list
• Begin Reviewing and Approving Timecards
8/23/11
26
Seasonal Layoff Accruals
• Non-Exempt and Bargaining Unit employees continue to
accrue Vacation and Sick leave when on Seasonal Layoff
– Leave hours are credited upon their return from leave and
are not available for use during the leave
– Accruals are based upon the employee’s standard schedule
when not on seasonal layoff status
– ‘Time Reporting Codes’ have been added to Axess
Timecard, which may be used to automatically calculate
accruals
– The codes do not generate pay, but do show as a line item on
employee paychecks so they can see their accruable hours
8/23/11
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Seasonal Layoff Accruals
• Non-Exempt Employees
– Use Adjust Paid Time to record Seasonal Layoff Accrual Hours
(SNL) upon the employee’s return
– Total hours can be placed on a single day
• Bargaining Unit Employees on Unpaid Leave
– Use Adjust Paid Time to record Seasonal Layoff Accrual Hours
(SNL) upon the employee’s return
– Total hours can be placed on a single day
• Bargaining Unit Employees on Intermittent Leave
– Enter Seasonal Layoff Accrual Hours (SNL) directly on the
employee’s timecard for all layoff days
8/23/11
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LD Default Option
• Earnings for hourly employees are distributed according to
the PTA selected on each timecard row
– The default PTA listed on the timecard is the PTA with the
highest allocation percentage in the Oracle Labor Schedule
• Some departments choose to allocate hours for hourly
employees based upon percentages in the Labor Schedule
– To do so today, ‘LD’ must be manually selected on each line
of the timecard
– New this fall: Departments will be able to select ‘LD’ as the
default for all rows of the timecard for hourly employees
– This selection will be made directly on the timecard and will
remain in effect until removed
8/23/11
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HRIS Agenda
• Update a Position Reminder
– Standard Hours (Position Management vs. Job Data)
– Bargaining Unit Employees
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8/23/11
Salary Planning
Bargaining Unit Salary Increase
HR Transactions Center of Expertise
Patent Agreement (SU-18)
HR Reports (OBIEE)
30
Update Position Reminder
• Standard Hours in Position Management vs. Job Data
— Employee’s Job Data Standard Hours is different than Position
Management
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If a new Position Management row has been fed over to the employee’s Job
Data record and Standard Hours should not have changed, you must process
an Employment Update web form to correct the employee’s Standard Hours
• Bargaining Unit Employees (SEIU and Police)
— Uncheck the Include Salary Plan/Grade box to avoid unwanted changes
to Step and Hourly rate feeding over to the employee’s Job Data record
when updating a position (i.e. Reports To, Org Change)
— If reclassifying a BU position, be sure this box is checked
8/23/11
31
Salary Planning
• Salary Planning Upload from August 22-26
— A new job data record row with the effective date of 09/01/11
displaying Action of Pay Rate Change and Reason:
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Staff/academic staff teaching/research associates/other teaching - Merit
(MER) and/or Market/Equity/Retention (EQY)
Faculty - Academic Year Salary Change
— Once the upload has taken place, you will not be able to make any
updates or changes to employee job data records with an effective
date prior to 09/01/11
• Submit HelpSU for Job Record Corrections
— Transactions that need to be entered into PeopleSoft (for
example, change job assignment, job code change, etc.) with an
effective date prior to 9/1/11 when a 9/1/11 salary row has
already been entered.
— Corrections to 9/1/11 increases that have been uploaded via the
Axess Salary Planning module or entered by the local unit.
— 9/1/11 increases that need to be deleted
8/23/11
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Salary Planning
• Employee on Leave of Absence (Disability: WC, VDI/STD, LTD;
Family Care, or Bonding)
— When the employee returns from leave, please DO NOT process a
retroactive increase. This will result in a possible
overpayment/underpayment from the respective vendor and
Stanford.
— Process an Employment Update web form with Action/Reason:
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Staff/academic staff teaching/research associates/other teaching
o
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Faculty
o
8/23/11
Pay Rate Change/ Merit (MER) and/or Market/Equity/Retention (EQY)
Pay Rate Change/Academic Year Salary Change
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Bargaining Unit Salary Increase
• The 9/1/11 range adjustment for SEIU bargaining unit
employees, including employees on leave of absence, in
ranges A08 to A80 will be loaded in PeopleSoft as of 8/29/11.
– Each employee will have a new job data record row with an effective
date of 9/1/11 displaying Action/Reason of Pay Rate Change/Range
Adjustment
• 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 09/01/2011 for the step increases
• Employees in grades A00 and A99
— You will need to process a Pay Rate Change > Range Adjustment
manually, because there are no step amounts in the salary grade table
in PeopleSoft HRMS
NOTE: Actions must be completed between 9/2/2011 – 9/18/11
8/23/11
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Bargaining Unit Salary Increase
• Verify step/grade in the Axess Timecard is correct
– If the step increase is entered after the employee has already
entered hours on the timecard for any of the days during the
9/1-9/15 pay period, the step/grade must also be adjusted on
the timecard.
– If the adjustment is not made on the timecard, the employee
will not be paid correctly.
8/23/11
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HR Transactions
Center of Expertise
*Develop prototype with one School that can be expanded to other academic areas in Year 2
*School of Medicine and School of Humanities & Sciences have their own ‘Satellite’ Service Centers
8/23/11
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Patent Agreement (SU-18)
• If employee receives the following error message, submit
a HelpSU ticket for HRIS to create the profile
– Error Message: No rows exist for the specified keys. (0,0)
STF_AGR_FUNCLIB.FUNCLIP.FieldFormula Name:
create_profile_item…
– Request Category: Administrative Application, Request Type:
PeopleSoft HRMS
HR/Axess Timecard Reports (OBIEE)
• HR/Axess Timecard Reports will convert to OBIEE next
year
— Similar to STARS reports
8/23/11
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Current HR Website
• Being revised using the
Stanford web templates
• Anticipated launch on
September 16
• User-centric approach
being taken; goal is to
enable various audiences
to easily get to key
information; e.g.,
employees, retirees,
prospective employees,
other higher education HR
professionals, etc.
New HR Website
Site-specific
search
A to Z List of
services
Announcements,
news articles
Calendar of employment-related
events