Transcript Onboarding at Stanford

HRMS Users Group
1:30 – 3:00 pm 10/20/09
Clark Center Auditorium
Agenda
• Trovix Disposition Data and Upgrade – Ingrid Hartmann (5)
• Support for Onboarding New Employees – Valerie Beeman
(15)
• Stanford Occupational Health Clinic – Jamie Boseman, RN
(15)
• Benefits Critical Data– Reggie Johnson & Anne Klug (10)
• Faculty Leaves – Shawna Blunt (5)
• I-9 Compliance Updates – Amanda Hoffman (5)
• Payroll Updates – Kelly Wright (15)
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E-Verify
Year End Reminders
Vacation Cap Changes
• PeopleSoft Reminders/Updates – Vicky Tran (10)
7/20/2015
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Trovix Recruitment Manager System
Version 3.0.3
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Trovix Overview
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What happened on September 11th?
Trovix Issues Rectified
Trovix Helpful Tip
Mandatory Collection of Disposition Data
Questions
7/20/2015
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Trovix Upgrade
What happened on September 11th?
• Hardware system capacity increased for
candidate information.
• More CPU’s (Central Processing Unit) and
more RAM (Random-access memory) for
faster processing.
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5
Trovix Issues Rectified
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Extra box removed from the “Job Watch List” when adding USERS.
Check your “Job Watch List” to ensure USERS are receiving email alerts.
7/20/2015
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Trovix Issues Rectified
• Job links deactivated on other web sites (i.e.
Doostang, Indeed, and Google) after the posting
is removed from the jobs.stanford.edu web site.
7/20/2015
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Trovix – Helpful Tip
• Create a “Note” then click on the hyperlink “To,”
this directs you to the Address Book.
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Mandatory Collection of Candidate
Disposition Data
Why are we required to enter it?
• Stanford University is required by Federal law
to provide complete and accurate information
regarding applicants for staff positions to
government agencies including the Office of
Federal Contract Compliance Programs
(OFCCP).
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Mandatory Collection of Candidate
Disposition Data
When did this mandatory process take effect?
• This process took effect on July 1st, which requires
hiring managers and human resources to enter
disposition data for all applicants. This must be
completed before the requisition can be filled.
What is candidate disposition data?
• Disposition data is information about an applicant’s
status and reason for non-selection. It records the
extent to which an applicant is considered.
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Trovix –Resources
Disposition Data Resources
 FAQ’s about Disposition Data – Visit the OSE web site at
http://ose.stanford.edu.
 Online Tutorial - http://ose.stanford.edu/breeze/disposition-datapresentation/index.htm
 “Hands on” Training – View schedule and enroll in STARS. Visit
Axess web site at http://axess.stanford.edu and click on tab –
STARS (Training).
 “One-on-One “ Training – Call OSE to set-up an appointment.
 OSE Data Entry – disposition data into the candidate’s record at a
small cost (contact for pricing).
 Information about OFCCP – visit the United States Department of
Labor web site at http://www.dol.gov/esa/ofccp.
 Questions – Contact Ingrid Hartmann, Applicant Tracking System
Specialist at (650) 721-1946.
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Questions
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Onboarding at Stanford
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Topics
 Overview of Onboarding Project
– Goals
– Components of Onboarding “system”
 Future Project Phases
 Communication Effort
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OVERVIEW
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Initiative’s Goals
• Funded in FY09, work began in fall 09
• Several-year project; goals are:
– To help ensure consistent University-wide
approaches and information for new employees.
– Decrease non-productive “discovery” time for
new employees and increase the new hire’s ability
to make faster contributions.
– Support the crucial manager/employee
relationship at the relationship’s beginning.
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Conceptual Shift:
Orientation to Onboarding
Orientation
Onboarding
Event(s)
System of Coherent Processes
Information
Information plus Experience(s)
Presenter(s) is/are key
Supervisor/Manager is key
Lasts a few hours
Lasts up to a year, from offer
letter to full productivity
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Components of Onboarding System
 Online information: Stanford New Hire
site
– Smooth entry points to key information new
employees need
 Face-to-face experiences
– Initial orientation, initial training, follow up
activities, buddy system
 Support for Managers
– Tools for planning successful onboarding
– Face-to-face experiences, including training
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FY09: Stanford New Hire web site
 Site intended to be Stanford New Hire
“Portal”
– One place for all new hires to know what to do,
when to do it, and how to feel comfortable to be
quickly productive
• Intended for new employees who have just started
working or who haven’t started working yet
– Provides managers with information and tools
that defines their onboarding accountabilities
• Goal is to make it easier for managers to bring new
employees onboard consistently and positively
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DEMO
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FUTURE PROJECT PLANS
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New Hire Site Future Plans
FY09: Develop and
Launch
FY10: Interactive
Features, Links to
Depts
FY11: Online
orientation
FOR NEW EMPLOYEES
• Audio welcome from Vice President for
Human Resources
• Increased use of visuals,
including:
• photos of Stanford
employees in their work
locations
• photos of key Stanford
locations that new
employees should be
familiar with
• Create “virtual” orientation
•Required actions (includes benefits)
• Tips to connect, info about programs,
services, and resources
•???
• Questions to ask your manager
• Add interactive/experiential
features on the site
FOR HIRING MANAGERS
• Manager’s Guide with checklists and
printable planning tools
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• Create links to schools,
departments, and other
administrative groups that have
their own onboarding or
orientation sites
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Face-to-Face Future Plans
FY09: Realign NEO
with Site
FY10: Revise NEO
Activities
FY11: Buddy system,
Assessment
mechanisms
Realign New Employee Orientation
with Onboarding web site and use
face time to:
• Revise NEO to focus on welcoming
new employees so they genuinely
feel welcome, valued, and enthused
about being here
• Create mechanisms to support
a University-wide buddy system
with structured pairings of
buddies and perhaps other
kinship groupings
• Create or revise materials to ensure
alignment with Stanford New Hire
site
• If feasible, work with Visitor’s
Center to include a walking tour in
New Employee Orientation
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• Possibly implement Q&A sessions
and follow-up drop-in ‘open labs’
with reps from various departments
to answer questions: HR, Payroll,
EH&S, Parking, etc.
• For onboarding processes,
identify and implement
mechanisms to measure and
assure continuing effectiveness
of onboarding processes as a
function of talent management
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COMMUNICATION
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Onboarding Communication
• Possibilities to support HRAs, HRMs, other HR folks:
– Include URL in offer letters
– Insert to put in offer letters provided by L&D
– Flyer for managers and webinar briefing provided by L&D
• Exploring options to send email when requisition is posted and
when hire transaction completed to alert hiring managers
• Links to Stanford New Hire site will be on main web sites (Jobs,
Stanford, FinGate, Benefits, etc.)
• New Employee Quick Start Guide revision coming later this
month
– Copies distributed in New Employee Orientation
– Request copies for lecturers, others who do not attend New
Employee Orientation: [email protected]
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Bookmark
http://newhire.stanford.edu
Thank you!
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Benefits “Refresher”
Help us enhance the employee’s Benefits experience!
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Topics
• PeopleSoft Data Entry tips
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Data
Timeliness
Permanent/Mailing Address
Benefits Salary
Benefits Service Date
Resources
• 2010 Open Enrollment
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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
– 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
• Employees can contact You (HR administrator )
– Update directly in PeopleSoft
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Benefits Salary
• Benefits Salary Drives
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Basic life insurance
Supplemental life insurance
Accidental, death and dismemberment (AD&D)
Long-term disability
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Benefit 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
7/20/2015
(877)905-2985 (press option 9)
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2010 Open Enrollment
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Enrollment Period: October 26 – November 13
OE newsletters drop: October 15
Enrollment site opens: October 26
Open Enrollment Service Team: October 23 (press 9, then 1)
2010 Open Enrollment and Web Ex workshops (listings on web site)
Open Enrollment material: Available on benefits web site
7/20/2015
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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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Faculty/Academic Staff/Other
Teaching Leaves
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Faculty/Professoriate definition
From the Faculty Handbook
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Conforming to 1989 and 1990 actions of the Senate of the Academic Council
on the recommendations of the Second Committee on the Professoriate, the
Professoriate consists of the following categories of professorial
appointments:
Tenure Line faculty
Assistant Professor
Associate Professor
Professor
Non-Tenure Line faculty
Assistant Professor (Research)
Associate Professor (Performance, Teaching, Research)
Professor (Applied Research, Clinical, Performance, Teaching, Research)
Medical Center Line faculty
Assistant Professor (MCL)
Associate Professor (MCL)
Professor (MCL)
Other faculty designations
Assistant Professor (Subject to Ph.D.)
Senior Fellow at designated policy centers and institutes
(defined in Section 2.3.B of this handbook)
Center Fellow at designated policy centers and institutes
(defined in Section 2.3.B of this handbook)
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Paid Leave
 Administrative Leave (President, Provost & Deans only)
 Hoover Scholarly Leave (Hoover Senior Fellows only)
 Intermural Buy-Back (Not used in PeopleSoft Job)
 Professional Development (Limited use non-faculty)
 Personal Paid leave (general use)
 Pure Research (Faculty only)
 Sabbatical (Faculty only)
 SUSE Alternate Quarter (School of Education only)
 Teaching Relief (Faculty only)
7/20/2015
Administrative Leave
 Restricted use
 Senior leadership (President, Provost, school
deans)
 Designated leave taken immediately upon
completion of administrative service
Hoover Scholarly Leave
• Restricted use
•Hoover Senior Fellows only
7/20/2015
Intermural Buy-Back
 Not used in PeopleSoft job Record
Professional Development
Restricted use
NOT a professorial leave type
Available for Senior Lecturers and School of
Medicine Clinical Educators only
7/20/2015
Personal Paid Leave
• Use when Faculty member is completely off
duty and leave is for personal reasons
• Must be approved by senior leadership
• Impacts the University’s contribution to
Benefits premiums
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Pure Research
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Faculty only
Provides off-duty time for research
Is not funded by the University
Benefits are not affected
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Sabbatical
• Use when Faculty member’s leave is funded in
full or in part by the sabbatical salary account
• Effective dates are to reflect actual leave
period.
SUSE Alternate Quarter
• School of Education use only
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Teaching Relief
• Use when a Faculty member is excused
from regular teaching responsibilities and
receives continued salary and benefits (full
or partial)
– To perform other University service
– New parent reduced teaching or clinical load
– School funded junior Faculty leave
– Other approved teaching relief
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Unpaid Leave
• Faculty Off Payroll (Faculty only)
• Personal Unpaid Leave (General use)
• Seasonal Layoff (used for Benefits Eligible
Other Teaching titles, Academic Staff
and Regular Staff)
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Faculty off Payroll
• Any period of leave that is completely
without salary paid by or through Stanford
University
• Impacts University’s contribution to
Benefits premiums
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Personal Unpaid Leave
• Benefits eligible Academic Staff/Other
Teaching and Staff for any other nonmedical related leave.
• Must be approved by department.
• Benefits are not paid by University,
employee is responsible for entire portion,
will be billed by VITA.
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Seasonal Layoff
• For Benefits eligible Staff only
• University’s Benefits contribution
continues, employee billed by VITA for
their portion
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Have questions contact
Lynn Dixon
Faculty Affairs
723-4829
[email protected]
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Payroll Updates
7/20/2015
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I-9 Compliance Refresher
For each employee hired or rehired, Stanford is required
to verify eligibility for employment in the U.S. by doing
the following:
• Provide I-9 Form (version dated 08/07/09) to all new
employees and advise them of completion deadlines.
• Employee must fully complete Section 1 of the I-9 Form by the
end of the first day of employment. Employee must sign
and date the form in Section 1.
• Administrator must review original documents establishing the
employee’s eligibility to work in the U.S. and fully complete
Section 2 of the I-9 within 3 business days of the employee’s
first day of employment. Administrator must sign and date the
form in Section 2.
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I-9 Compliance Refresher
• The Administrator must:
• Ensure that the document(s) presented fulfill the I-9
requirements
•
One document from List A
OR
• One document from List B and one document from List C
• View original document(s), not photocopies or faxed documents.
• Submit original I-9 Form and legible document photocopies to
Payroll.
• Make sure the employee’s legal name, as registered with the
Social Security Administration, has been entered on the I-9.
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–
7/20/2015
Update employee’s name in PeopleSoft if legal name differs from PeopleSoft
name.
If an employee changes his/her name later, a new I-9 is not needed. Once
the employee has changed his/her name with SSA, HR can update the name
in PeopleSoft.
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I-9 Contacts & Resources
Amanda Hoffmann, I-9 Compliance Specialist
Phone: 650-736-9772
Email: [email protected]
HelpSU Ticket: HelpSU.stanford.edu
Resources:
• USCIS Handbook for Employers (includes illustrations of
documents):
http://www.uscis.gov/USCIS/Services%20&%20Benefits/Immigration%20Forms/
m-274.pdf
• I-9 Form and List of Acceptable Documents:
http://www.uscis.gov/files/form/i-9.pdf
• Stanford I-9 Form Process Quick Steps:
http://fingate.stanford.edu/staff/payadmin/quick_steps/collect_submit_I9.html
http://fingate.stanford.edu/staff/payadmin/quick_steps/update_I9.html
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E-Verify
• New federal regulation requires Stanford to initiate an
additional employment verification step, E-Verify, for certain
employees assigned to perform direct work on a covered federal
contract.
• Federal contracts and subcontracts are covered by this
regulation; federal grants are not.
• Current and new employees assigned to work on a covered
federal contract must be E-Verified after the E-Verify clause
has been inserted in the given contract.
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7/20/2015
Approximately 400 employees are currently assigned to work on federal
contracts at Stanford.
Employees hired prior to November 6, 1986 are excluded.
It is expected that it will take up to one year for this language to be
inserted into all of our contracts.
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E-Verify
As the E-Verify clause is inserted into our covered federal
contracts:
• Payroll will contact each employee’s department to request a
new I-9 Form from the employee.
• In most circumstances, the I-9 Form must be completed within
3 business days of assignment to work on the covered federal
contract.
• Payroll will use the completed I-9 Form to initiate the E-Verify
inquiry.
• Payroll will communicate next steps to the employee and the
department if discrepancies are found in the E-Verify process.
7/20/2015
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Vacation Caps
As announced earlier this year, the maximum allowable
vacation accumulation will decrease over the next three
years.
• Following completion of the 12/31/09 payroll, vacation caps
will be adjusted to reflect the new caps.
• Those above the allowable cap will retain their vacation
balances, but will not accrue additional vacation until below the
new cap.
• Vacation caps will not change for Bargaining Unit employees.
• See Admin Guide Memo 22.5 for a chart of vacation caps.
• Coming Soon: A new ReportMart1 report for monitoring
vacation usage, vacation caps and monetary value of vacation.
7/20/2015
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Year End
• Review Year End Payroll deadlines posted at:
http://fingate/staff/payemployee/res_jobaid/payroll_schedule_deadline.html
• Look for emails in November with the Year End Calendar and
procedural reminders
• Axess Timecard will allow accrual borrowing as specified in the
Admin Guide.
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Year End
Remember to:
• Encourage direct deposit enrollment
•
Review for employees receiving live paychecks on the Gross Pay Report
• Collect outstanding overpayments as early as possible, but no
later than December 15
• Return uncashed checks to Payroll for cancellation, if the funds
are not due to the employee, by December 15
• Request year end bonus payments with the 11/30/09 payroll
• Plan for staffing through Friday, December 18 to:
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7/20/2015
Verify Gross Pay
Assist employees with payroll issues
Distribute paychecks to employees
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PeopleSoft Updates and
Reminders
7/20/2015
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Duplicate IDs
• ALWAYS conduct PeopleSoft Search Match AND
RegAdmin to see if the employee has an existing ID number
BEFORE entering any Hire transactions
• If a search in RegAdmin reveals that the candidate has a Univ
ID, you will need to use this ID in the University ID field when
loading the Hire web form
• Employee may not be in RegAdmin, but will show up in Search
Match
• Use SSN to search in RegAdmin and Search Match if possible
• Recommend to not sponsor the SUNet ID until the employee has
been hired in PeopleSoft
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Duplicate IDs
• Departments & Systems Affected by Duplicate ID
• Benefits, ID Card Office, Parking & Transportation,
Payroll/Axess Timecard, Oracle Financials
• Submit a HelpSU for Duplicate ID
• Record has to be merged with Registry
• Resolution may take up to one week to resolve duplicate ID
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Integration of RegAdmin in
Search Match
• RegAdmin data will integrate with Search Match
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Every person (including SLAC and Hospital) record in Registry will be
included in PeopleSoft Search Match
• Users will only need to use Search Match to look for an existing
Empl lD
• SUNet ID will most likely be in the Search Match results
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If not, lower level of access to RegAdmin will be granted until PeopleSoft
is enhanced
• Communication will be sent out in November
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STF Service Date
(Personal Information>Modify a Person>STF Employee Job)
• Represents Employee’s service date
• Used for counting years of service and vacation accruals
• If STF Service Date is wrong, you must change it
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7/20/2015
For Initial Hires (benefits-eligible), PeopleSoft sets date to original
hire date
For Rehires (not “bridged”): Change STF Service Date to most
recent rehire date
For Rehires (“bridged”): STF Service Date should reflect the
original benefits-eligible hire date
Temps/Casuals/Students to Benefits-Eligible: Change the STF
Service Date to most recent benefits-eligible date before you
process the rehire web form
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Benefits Eligibility Date
• Is not the Benefits Service Date
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Represents Employee’s date of eligibility for Health and Life
benefits
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Can only be changed by the Benefits Office (Do not touch this field)
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If Benefits Eligibility Date is wrong, submit Benbin through HelpSU
Position Management
•
When creating a new position, do not manually assign the position
number value in the Position Number field
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7/20/2015
Doing so will cause unwanted results
PeopleSoft will generate it automatically after you save the
transaction
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Rehire Reminder
• Hiring an employee into Record 0 (and only has
a Record 70)
• When creating the Hire web form, use Additional Job
• When loading the Hire web form, use Action: Rehire, Reason:
Additional Job
HR ReportMart1
• Upcoming HR Reportmart1 (RM1) Training
• A Subject Matter Expert User will also be available at the open
lab once a month for RM1 assistance
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Open Lab – Arguello Lab from 9am-12pm
Friday, 10/23, 11/13 & 12/11
• RM1 training class will be available in January 2010
•
7/20/2015
Enroll in STARS
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