Transcript Slide 1
University Human Resources
& Payroll
END OF THE F ISCAL YEAR
August 2012
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Agenda
1. Fiscal Year End Deadlines
Salary Planning
Employee Overpayment and Underpayments
Leave of Absence
Bargaining Unit Employees
2. How Data Drives Benefits
Accuracy and Timeliness
Permanent and Mailing Address
Benefits Salary and Eligibility Dates
3. Last Reminders
Salary Planning Corrections
SU – Summer Students Status
New Earn Codes
Fiscal Year End Deadlines
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Checklist for a Smooth Year-end – what’s the deadline for…?
1. Salary Planning:
PeopleSoft Upload Dates
Adds a new job data record row with the effective date of 9/1/12
Displays action of “Pay Rate Change” and a reason as follows
8/27 – 8/31 “Academic Year Salary Change (ZAY)” – for Faculty
8/27 – 9/10 “Base Pay Increase (BPI)” – for Academic Staff
9/5 – 9/10 “Base Pay Increase (BPI)” – for Non-academic staff
Submit HelpSU ticket for Job Record Corrections after 9/1 Salary Load by 9/13/12
2. Position and Job Updates: gather all changes, ensure entry to PeopleSoft is completed
Updates with effective dates prior to 9/1/12 should be completed by 8/31/12
Updates with effective dates on or after 9/1/12 should NOT be initiated until Salary Planning has
been loaded for the local unit
3. 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 FY13
Note: Off-Cycle Check transaction processed on 9/4/12 will post in FY12
Repayment checks should be submitted to Payroll no later than end of business Monday, August 27
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Salary Planning – Employees on Leaves of Absence
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Employee may be eligible for 9/1 salary increase, at 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 9/10/12, enter any manual increase for an employee on leave
By 9/14/12, urgently advise DLS if you entered manual increase after 9/10/12
After 9/14/12 don’t even attempt it - call DLS first
Employees on a continuous LTD (Long Term Disability ) leave are NOT eligible for a 9/1
Important Warning: Processing an increase retroactively to the 9/15/12 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 not recommend
If you proceed , your local team will be responsible for calculating, pursuing, and clearing any
overpayment/underpayment that may occur
Advise DLS email hotline immediately of any retroactive increases: [email protected]
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Salary Planning – Bargaining Unit Employees
R EVIEW P RIOR TO 9 / 1 / 1 2
Bargaining Unit Salary Increases
The 9/1/12 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 8/31/12
Adds a new job data record row with an effective date of 9/1/12
Displays Action of “Pay Rate Change,” reason of “Range Adjustment”
COMPLETE 9/5 – 9/17/12
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 9/1/2012 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
Helpful Tip
When bargaining unit employees receive a 9/1 step increase in addition to the standard range adjustment
Please review 9/1/12 – 9/15/12 timecards to ensure the correct step is indicated for all worked shifts.
Supervisor or TLA: update timecards 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 9/6/12.
Joe enters punches into his timecard daily
For 9/1 through 9/5, his timecard Step field will default at Step 14
Starting on 9/6, it will default at Step 15
The supervisor or TLA will need to manually change the 14s to 15s in order for appropriate pay rate
to be received for shifts worked from 9/1 – 9/5
How Data Drives
Benefits
HELP US ENHANCE THE
EMPLOYEE’S BENEFITS
EXPERIENCE!
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Focus on Data
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Date of Hire
Date of Birth
FTE hours (standard hours)
Social Security Number
Gender do not leave as the default “Unknown”
Correct address/zip code
Correct benefits salary
If ANY of this information is missing or incorrect, the employee will not be able to elect benefits
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Timeliness
1. New Hires/Rehires
Timeliness on entering new hires allows employees to elect their benefits within the 31 day
window
PeopleSoft entries may be completed up to two pay periods before Benefits Eligible Date
Both Home and Mailing addresses must be entered for all benefits eligible positions
2. Terminations
Cobra packets are sent out approximately 2 weeks after terminations are processed in PeopleSoft
Submit Termination Webform to Payroll (as soon as you know)
SLAC transfers must be terminated from Stanford and rehired at SLAC
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Permanent Address (Home)
1. Drives eligibility for health plan
Need to live in zip code area for an HMO
2. Drives what the employee “sees” in the enrollment system
If the address is out-of-state, the employee will only see the Blue Shield plans
3. J1 Visa Employees
For most J1 visa employees the home address will be a foreign address
Submit a “Ben Bin” HelpSU ticket for zip code assistance (override will be done by benefits)
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Address Updates
1. Employees may update their addresses in stanfordyou.stanford.edu
In StanfordYou an employee’s “Permanent address” = Home Address
Update Permanent and Mailing address fields
Medical/Life and Retirement plan communications go to Mailing Address
2. HR Administrator may update employees in PeopleSoft
Update both Home and Mailing address fields
If home address is missing, the employee will not be able to elect benefits
3. Complete all address updates by 9/1/12 to ensure a smooth Open Enrollment
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Benefits Salary
1. Definition of Benefits Salary
For Staff – the actual FTE salary
For Faculty – the appointment salary (APPSAL) line in PeopleSoft
2. Benefits Salary drives:
Basic Life insurance
Supplemental Life insurance
Accidental Death and Dismemberment (AD&D)
Long Term Disability
3. So…it is critical that this information is accurate
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Benefit Eligibility Date
1. The date of hire opens 31 day Benefits enrollment window
2. If the benefits eligibility date needs to be changed/corrected
Do not attempt to change it
Submit a “Ben Bin” HelpSU ticket requesting assistance
Open Enrollment
October 26 through November 15, 2012
Campus meetings will be posted on the Benefits website
http://benefits.stanford.edu/cgi-bin/
Home and mailing address updates should be completed by 9/1
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Resources
PeopleSoft job aids http://hros/peoplesoft/jobaids.html
HelpSU http://helpsu.stanford.edu
PeopleSoft data-entry questions and corrections
“Ben Bin” HelpSU ticket
HR/FAO staff use only
Benefits escalations
Staff/Faculty Resource
Benefits Service Team
(877) 905-2985 (press option 9)
Last Reminders
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Last Reminders
1 . S A L A RY P L A N N I N G C O R R E C T I O N S
Submit HelpSU ticket for Job Record Corrections after 9/1 Salary Load by 9/13/12
Transactions that need to be entered into PeopleSoft with an effective date prior to 9/1/12 after
a 9/1/12 salary row has already been created
Corrections to 9/1/12 increases that have already been uploaded via the Axess Salary Planning
module or already entered manually by the local unit
9/1/12 increases that need to be deleted
2. SU SUMMER STUDENTS (JCC 9154)
SU Summer Students using JCC 9154 that will be continuing their temporary assignments
must revert back to the original JCC effective 10/1/12
Please use job aids for Employment Update found at: http://hros/peoplesoft/jobaids.html
This can be done for you by sending a spreadsheet with names, EMPL IDs, and original JCC to
[email protected] (for School & VP Areas using HR Transaction Services)
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Last Reminders
3. NEW EARN CODES EFFECTIVE 9/1/12
PPO – PTO Payout
Use this code on Termination Webforms to indicate the amount of PTO hours that are to be
paid out to the employee on their final check
RTD – Retro Differential
Use this code on Supplemental Pay/Off-Cycle Check Webforms when paying a rate differential
to an hourly employee (BU1, NXH, STU, TMP, CSL) to pay the difference between the hourly
rate they were paid and their new rate
Example: An employee was given a step increase from $18/hour to $20/hour retroactive to
7/16/12. Pay the $2/hour differential using earn code RTD for the total number of hours
paid at the old hourly rate
Hours paid using this code are not accrual eligible as the employee has already accrued
based upon the original payment of the hours
Continue to use RTO for retroactive overtime payments and corrections of overtime differentials
Continue to use RTS for salary differential payments (EX1 and NX1)
University Human Resources
& Payroll
T H A N K YO U !