Transcript Human Resources Business Process and Policy Training

What’s New with…
StanfordTemps
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What’s New
 Expansion into Professional Positions
• Accounting/Finance
• Technical
 Labor Distribution Processing
 No Severance Repayment for Temporary EE’s
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Trovix Recruitment Manager
System
March 2009
Office of Staff Employment & HR Data Services
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This Presentation Covers….
 New Internal Posting Program (IPP)
 Layoffs within the Trovix Recruitment Manager
System
 Office of Federal Contracts Compliance Programs
(OFCCP)
 Trovix Reminder
 Questions
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New Internal Posting
Program
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The spirit of the Internal Posting Program (IPP) is
to facilitate consideration of applications submitted
by Stanford employees, who have been notified of
layoff.
All new and re-opened job requisitions for regular
staff positions must be posted internally for seven
(7) calendar days.
Waivers are not allowed during the seven (7)
calendar day posting period. In rare cases, an
exception may be approved. Please direct all
inquiries regarding waivers to Keith Copeland,
Director, Recruitment & Talent Management
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Layoff Preference Status
within Trovix

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Local HR teams should notify laid off employees
that they have the option to self select “I am a
Stanford University (including SLAC) employee,
who has received written layoff notification within
the last 12 months. (I understand this will be
verified.)”when applying for open positions either
on the “Internal” or “External” jobs web sites.
For layoffs to view jobs on the internal jobs web
site; local units are encouraged to sponsor SUNet
ID’s during the layoff preference timeframe. For
more information, visit the web site at
https://sponsorship.stanford.edu/main/Sponsorsh
ipApp
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Layoff Preference Status
within Trovix continues

The Office of Staff Employment (OSE) confirms the
applicant is a true “layoff” and places a comment in
the candidate’s record under the “Detail” tab.
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Office of Federal Contract
Compliance Programs (OFCCP)
 OFCCP compliance policy and procedures will be
coming soon
 This is mandated by the US Department of Labor
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Trovix Reminder
 Hiring Managers and HRA/HRM training is
available. Please visit STARS or the Learning and
Development web site to enroll.
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Questions
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Benefits “Refresher”
Help us enhance the employee’s Benefits experience!
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Agenda
• PeopleSoft Data Entry tips
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Data
Timeliness
Permanent/Mailing Address
Benefits Salary
Benefits Service Date
Resources
• Federal (COBRA) subsidy
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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
• Use PeopleSoft job aids
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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)
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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 someone’s address is out-of-state, the employee won’t see
the HMO plan choices (only the Blue Shield PPO plan)
– J1 Visa employees: Department should contact Benefits
for zip code assistance
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Address Update: Where to Go?
• Employees can go to stanfordyou.stanford.edu
– Update Permanent and Mailing address
– Medical/Life information goes to Mailing Address
– Retirement plan information goes to Mailing Address
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Benefits Salary & Service Date
• Benefits Salary Drives
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Basic life insurance
Supplemental life insurance
Accidental, death and dismemberment (AD&D)
Long-term disability
• Benefits Service Date drives benefit eligibility date
– Opens the 31-day Benefits Enrollment window
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Resources
• PeopleSoft data entry questions, submit a HelpSU ticket at
http://helpsu.stanford.edu
• PeopleSoft job aids
• Benefit escalations, submit “Ben Bin” request to Benefits
Office
– HR/FAO staff only
• Staff/Faculty resource
– Benefits Service Center (877)905-2985 (press option 9)
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COBRA Benefit Enhancement
• Temporary enhancement of COBRA law
• Designed to help individuals who are (involuntarily)
terminated from their jobs pay for COBRA coverage
• Eligibility period : 9/1/08 through 12/31/09
• The legislation is too vague for (Benefits) to provide
specific guidance to the Stanford community
• (Benefits) will provide more details once we have
clear guidelines
• When program changes are made, they will be
effective on the date required by law
• Vita Administration will notify all eligible employees
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“Layoff Benefits” Resources
• A recorded presentation on layoffs that includes how
benefits are affected is available on the Benefits site
• An updated version of When Employment Ends –
Layoff that includes the Stanford Severance COBRA
subsidy is available on the Benefits site.
To access these resources online:
• Go to http://benefits.stanford.edu and click on
Life Events
• Click on Career, then click on Age/Service Milestones
• Look in the Resources section on the lower right side
of the page
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PeopleSoft v9 Updates/Reminders
 Updating Position Management & Reclassification
 Uncheck Update Incumbents if you do not want the employee’s Job
Data to be updated. Otherwise, leave the default as is
 Bargaining Unit (SEIU and Police) employees only

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
- If reclassifying a BU position, be sure this box is checked. For all
other position types, leave the default as is
 Hire Web Form – Department (Org Code)
 Change the Department in Position Management prior to processing a
Hire Web Form

Do not change the Department when originating a Hire Web Form
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PeopleSoft v9 Updates/Reminders
 Parent vs. Child Departments (Org Codes)
 Do not use Parent Departments
 Parent Departments will not feed over to Oracle and Kronos
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Authority/Security and ReportMart1 accessibility may also be affected
To determine the Parent Department status, run the ReportMart1 report:
Display Department Tree (PS_PS001a)
- Navigation: HR, Payroll, Benefits System>Display Department
Tree>Display Entire Department Tree>Process Query>Results
 ID Mail Code Changes
 ID Mail Code updates made in StanfordYou will not feed over to
PeopleSoft
 PeopleSoft Mail Drop ID Updates
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Navigation: Job Data > Employment Data link
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PeopleSoft v9 Updates/Reminders
 NEW STF Reports To field on the Hire Web Form (coming soon)
 For Contingent and Student employees
 In order to activate the STF Reports To field, you must check the
Casual/Temp/Student box when originating the web form
 Continue to update the Reports To field for benefits-eligible positions in
Position Management
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Layoffs
 PeopleSoft
 NO PeopleSoft action is needed during 2 month notification period
 Terminal Vacation action needed at time employee will begin using
Terminal vacation (processed via Leave of Absence webform)
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Layoffs (cont’d)
 Kronos – Axess Timecard
 Exempt employees – Kronos & Axess Timecard – leave timecards blank
during notification period
 Use Terminal Vacation code in Kronos and Axess Timecard during Terminal Vacation
period
 Non-Exempt employees – Kronos – leave normal work schedule so
employee can accrue properly during notification period.
 Load Schedule for Kronos during entire notification period
 Use Terminal Vacation code in Kronos during Terminal Vacation period
 Non-Exempt employees – Axess Timecard – based on the new accrual
rules, the schedule can be left blank during the notification period
 Use Terminal Vacation code in Axess Timecard during Terminal Vacation period
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QUESTIONS?
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