Transcript Slide 1

University Human Resources
& Payroll
Y E A R E N D & W I N T E R C LO S U R E
REVIEW
November 2012
2
Agenda
1. Payroll
 Deadlines for Winter Close
 W2 Updates
 BI Reports
2. Winter Closure
 Dates
 Borrowing 2013 Accruals
3. End of the Year Deadlines
 Disability and Leave Services (DLS)
 HR Transaction Services Requests
 Retirement Distributions for 2012
4. Updates from UHR – Communications
 Designated University Holidays, 2013
 New Stanford Careers Website Launched
 New Recruitment Brochure Available
3
Agenda (cont.)
5. PeopleSoft Reminders
 Search Match Reminders
 Deleting Work Phone Numbers
6. ReportMart1 Updates
 Print-A-Person Report (PS_HR033)
 Contingent Workforce Audit Report (PS_HR075)
 Tickler Report (PS_HR35)
Payroll Overview
• Year End Schedule & Reminders
• W-2 Updates
• Time & Leave Reports in BI
Year End: Payroll Deadlines
 Early Payday prior to Winter Closure - Thursday, 12/20
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Accelerated Deadlines
•
•
•
•
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Paper forms
PeopleSoft entries
PeopleSoft lockout
Axess Timecard
Noon on Friday, 12/14
9pm on Sunday, 12/16
All day Monday, 12/17
Noon on Monday, 12/17
Review complete list of Year End Payroll deadlines at:
http://www.stanford.edu/group/fms/fingate/staff/payemployee/res_jobaid/pa
yroll_schedule_deadline.html
Stanford University Financial Management Services
Confidential
July 18, 2015
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Year End: Check Distribution
 Online Pay Statements (axess.stanford.edu)
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Available to view by all employees, including those who receive live paychecks, on
Tuesday, 12/18
Ask employees to verify pay first thing in the morning on 12/18
 Direct Deposits

Will post on Thursday, 12/20
 Live Paychecks and Paper Advices
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Will be delivered to campus departments on Thursday, 12/20
Please consider how you will handle live paychecks that are not picked up by the
employee prior to the close of business on 12/21. Unless the employee has
requested other arrangements, we recommend that departments mail any
remaining checks to the employee mailing address so they do not have to go
without the funds over Winter Closure.
• Stop payments , if a paycheck is not distributed by the department prior to Winter Closure
or is lost in the US Mail, will be processed after Winter Closure.

Paper Advices not dispersed prior to Winter Closure may be held in the department
and dispersed to the employee after Winter Closure.
Stanford University Financial Management Services
Confidential
July 18, 2015
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Year End: Direct Deposit
 Payroll Direct Deposit Enrollment Campaign

Payroll will attach a flyer to all live paychecks for the 11/21 payday to
encourage direct deposit enrollment
 Local Direct Deposit Campaigns
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Please encourage employees in your area to enroll
Identify recipients of live checks by reviewing the Gross Pay Report
Stanford University Financial Management Services
Confidential
July 18, 2015
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Year End: Verifying Pay & Pay Corrections
 Gross Pay Report Available on Tuesday, 12/18
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
Verify employee pay as soon as possible in order to make any corrections prior
to Winter Closure
Payroll will make every attempt to process requests for missing pay received
by, or on, 12/21
• All requests must have appropriate departmental approvals
– Payroll cannot cut a check without departmental approval
• Requests for other non-base pay will be processed only if time allows

Extended Off-Cycle Check Webform deadlines
• By 1pm on 12/21
– Delivery to the Campus Service Counter at 3pm
• After 1pm – end of day on 12/21
– Pickup must be arranged from Porter Drive
• Checks not picked up will be mailed
Stanford University Financial Management Services
Confidential
July 18, 2015
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Year End: Axess Timecard
 Accrual Borrowing
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To cover time that would be otherwise unpaid during Winter Closure, employees may
borrow:
•
•
•
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Monitor borrowing for less than 100% FTE employees
•
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December 2012 vacation accrual
2013 Floating Holiday
2013 PTO
Floating and PTO grants are prorated by FTE
Holiday Pay
•
For employees with pre-loaded schedules
– ‘Apply Schedule’ will load holiday hours based upon the employee’s schedule for the day of the holiday
• For employees without pre-loaded schedules
– Axess Timecard Support will load holiday hours to timecards prior to the start of the pay
period containing the holiday(s)
– Modify holiday grants for less than 100% FTE employees as needed to reflect the applicable
policy
Stanford University Financial Management Services
Confidential
July 18, 2015
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Year End: Axess Timecard
 For areas that close for the entire period of December 24, 2012 through
January 4, 2013, the University will provide three (3) additional days off
with pay. The additional days off with pay may be taken on any normal
workday during the close period that is not an employee’s regularly
scheduled day off or a designated University holiday. 1
 Exempt Time Tracking Guidelines for Winter Closure
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Exempt employees, both full and part time, do not track holidays. Leave
holiday dates blank on your timecard
2012 holidays are December 24, 25, and January 1
Leave the three additional days off with pay blank on your timecard for the
dates indicated by your department
Financial
Management
Stanford
University
1[Per
University
HR memo
published
Feb 2012.]Services
Confidential
July 18, 2015
10
Year End: Axess Timecard
 Non-Exempt Time Tracking Guidelines for Winter Close
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Non-Exempt employees, both full and part time, do track holidays. Holidays
should be marked as appropriate as indicated on the prior slide.
2012 holidays are December 24, 25, and January 1
Treat the three additional days off with pay as normal work days for the dates
indicated by your department. Leave your normal schedule in for these days.
Stanford University Financial Management Services
Confidential
July 18, 2015
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Year End: Reminders
 Collect outstanding overpayments as early as possible, but no later than 12/14
 Return uncashed checks to Payroll for cancellation, if the funds are not due to the
employee, by 12/18
 Request year end bonus payments with the 11/30 payroll
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Allow yourself time to verify base employee pay for the 12/15 pay period!
 Plan for staffing through Friday, 12/21 to:
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Verify Gross Pay
Distribute 12/20 paychecks
Mail, or otherwise handle, undistributed paychecks at end of day on 12/21
Assist employees with payroll issues
Enter and approve timecards for the 12/31 pay period for departments observing the
Winter Closure
 Review the Year End Closure Reminders Email
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Distributed in mid-November to hrpeoplesoftusers and axesstimecardadmins email lists
Stanford University Financial Management Services
Confidential
July 18, 2015
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2012 Year End Calendar
Sunday
9
Monday
10
Tuesday
11
Wednesday
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Thursday
13
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Reminder: Resolve 2012
overpayments & return any
uncashed checks.
Saturday
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-Terminations for 12/1 –
12/21/12
-Paper forms by Noon
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-PS Trans by
9pm
-PS Lockout
-Timecards by Noon
-Self Service direct deposit
by Noon
-Online pay
statements
-Gross Pay Report
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24
25
Holiday
Holiday
31
-Payroll monitoring critical
issues
30
Friday
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20
21
-Payday
- Terminations for
12/22 – 1/6/13
Reminder for areas
observing Winter
Closure: Complete 12/31
timecards by close of
business.
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-Payroll monitoring
critical issues
-Payroll monitoring
critical issues
-Payroll monitoring
critical issues
1
2
3
4
Holiday
-PS Lockout
-Payroll monitoring
critical issues
-Online pay statements
-Gross Pay Report
-Payroll monitoring
critical issues
-PS Trans by 9pm
-Timecards by 9pm
*** Monday, January 7, 2013 – First payday of the new year. Benefits, FICA and VDI deductions reset for the 2013 tax year.
Stanford University Financial Management Services
Confidential
July 18, 2015
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Payroll Updates: Axess Online W-2
New for 2012: Axess Online W-2 Forms
 Based upon your feedback in the FMS Client Satisfaction Survey:
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W-2 Forms will be available directly in Axess for tax year 2012
W-2Express will continue to be available for:
• Online W-2 access for terminated employees
• Integration to all major tax preparation software providers (TurboTax, H&R Block,
Jackson Hewitt, etc.) for all employees
• Printing services for employees who have not opted for electronic delivery of their W-2
 Look for communications later this month inviting employees to enroll for
electronic W-2 presentment in Axess
• Electronic presentment is a convenient, secure way to receive your original W-2
• Electronic presentment consents with W-2Express will remain in place; employees will
be able to view their 2012 W-2 via both Axess and W-2Express
 Prior year W-2 Forms for tax years 2009 – 11 will also be available via Axess
Stanford University Financial Management Services
Confidential
July 18, 2015
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Payroll Updates: W-2 Schedule & Updates
 W-2 Forms will be distributed on the following schedule:
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Axess Online W-2
W-2Express Online W-2
Paper W-2 Forms
By January 15, 2013
By January 15, 2013
Mailed by January 31, 2013
 W-2 Forms will include information reporting on the cost of providing
coverage under an employer-sponsored group health plan
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This amount will be reported in Box 12DD
Reporting is required by the Affordable Care Act
This amount is not taxable and is intended to “provide employees useful and
comparable consumer information on the cost of their health care coverage.”
Stanford University Financial Management Services
Confidential
July 18, 2015
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Time & Leave Reports in BI
 Axess Timecard reports are migrating from ReportMart1 to BI (OBIEE)
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Reports are now available at bi.stanford.edu
Select ‘Time and Leave’ from the Dashboard dropdown menu to navigate to
the reports
 Look for BI Job Aids later this month
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Contact Axess Timecard via HelpSU to request a one-on-one training
 ReportMart1 reports will continue to be available for a transition period

Kronos reports for the period of 1/1/2002 – 4/30/2009, will continue to be
available from ReportMart1
Stanford University Financial Management Services
Confidential
July 18, 2015
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Time & Leave Reports in BI
 Features of the Axess Timecard reports in BI include:
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School/VP Area selection criteria added to all relevant reports
Improved data display of Adjust Paid Time on Leave Accrual Detail report
Direct report access for Mac users; no need for Citrix
A single reporting dashboard for all Time and Leave Reports; users may toggle
between completed reports
Multiple pivots on report displays to sort and review data
Ability to export report data to multiple formats including Excel, PDF, CSV, and
Powerpoint
Stanford University Financial Management Services
Confidential
July 18, 2015
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BI Reports
Stanford University Financial Management Services
Confidential
July 18, 2015
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Questions?
Thank you for your time
Stanford University Financial Management Services
Confidential
July 18, 2015
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Winter Closure
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Winter Closure - Dates
1. Winter close will be from Monday, December 24, 2012 through Friday, January 4, 2013
2. Regular operations will resume Monday, January 7, 2013
3. Designated University holidays
 Monday, December 24, 2012
 Tuesday, December 25, 2012
 Tuesday, January 1, 2012
4. For areas that close for the entire period of December 24, 2012 through January 4, 2013
 The University will provide three (3) additional days off with pay (to be coordinated
with your local department)
 Exempt – no entry necessary (same as a regular work day)
 Non-exempt and Bargaining Unit – enter in and out punches for a normal work
day
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Borrowing 2013 accruals – for New Employees
1. To cover time that would be otherwise unpaid during the Winter Closure
2. Employees may borrow
 December 2012 vacation accrual
 2013 Floating Holiday
 2013 PTO
Note: Monitor borrowing for less than 100% FTE employees
End of the Year Deadlines
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Disability and Leave Services (DLS)
1. Winter Close
 By the end of business day on December 21, 2012, please notify DLS of the following:
 If the employee is planning to start a new leave during winter break
 If an employee is released to return to work/their leave is ending during winter
break
• In these scenarios, DLS will return the employee from leave, and the
department will need to manage the timecard going forward
 Any updates to the leave (extensions, change in start date, etc.)
 Any information not received by January 1, 2013 at the latest (DLS will be coming
into work that day), will be adjusted after winter break in PPE January 15, 2013
 3 Free Days
 DLS will apply the free days either on December 26, 2012 – December 28, 2012 or
January 2, 2013 – January 4, 2013, depending on which scenario will benefit the
employee
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HR Transaction Services Requests
1. Bulk Batch Transactions
 Transaction spreadsheets consisting of 50 or more transactions
 Hires/rehires
 Employment updates (such as rate increases or FTE changes)
 Bonus or supplemental payments
 Completed spreadsheets need to be submitted seven (7) days prior to the Payroll
Deadline
2. Single Requests
 Request form should be submitted two (2) days prior to the Payroll Deadline
 Terminations with ER approval should be submitted four (4) days prior to the date the
check is needed
 Timecard must also be completed and approved by the employee and supervisor or
department TLA (Time Leave Administrator)
3. Requests Prior to Winter Close
 All transaction request submissions with an effective date between December 22, 2012
through January 4, 2013 must be received by the HRTS team by no later than the end
of business day Thursday, December 13, 2012
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Retirement Distributions for 2012
1. Completed distribution forms for a 2012 plan distribution, such as loans and hardship
withdrawals, from the Stanford Contributory Retirement Plan (SCRP), including CRA and
TDA must Be Submitted by December 19, 2012
2. How to Request a Distribution
 Contact your investment provider (Fidelity or TIAA-CREF) to request, complete and
notarize, if applicable, the distribution forms
 Also include any necessary supporting documentation for loan and hardship requests
3. For Fidelity accounts
 Provide the original, completed distribution forms to the Stanford Benefits office by 5
p.m. on Wednesday, December 19, 2012
4. For TIAA-CREF accounts
 Return the original, completed distribution forms directly to TIAA-CREF
 Once TIAA-CREF has verified that your distribution forms are complete, TIAA-CREF
will contact the Stanford Benefits office to process your request, which must be
completed by 5 p.m. on Wednesday, December 19, 2012
Note: You cannot submit your TIAA-CREF distribution form to Stanford Benefits. Plan
ahead so that you provide enough time for TIAA-CREF to review your form and contact
the Stanford Benefits office
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Retirement Distributions for 2012 (cont.)
 Stanford Benefits
 650-736-2985, and press option 3
 benefits.stanford.edu
 Closed for winter break, Monday, December 24, 2012 thru Friday, January 4, 2013
 Contact us at Fidelity Investments
 888-793-8733
 www.netbenefits.com
 Monday thru Friday, 5 a.m. to 9 p.m. PST.
 Closed on Thanksgiving, November 22, 2012; Christmas, December 25, 2012; and New
Year’s Day, January 1, 2013
 TIAA-CREF
 800-842-2776
 www.tiaa-cref.org/stanford403b
 Monday thru Friday, 5 a.m. to 7 p.m. PST; Saturday, 6 a.m. to 3 p.m. PST.
 Closed on Thanksgiving, November 22, 2012; Christmas, December 25, 2012; and New
Year’s Day, January 1, 2013
Updates from UHR
Communications
30
Designated University Holidays, 2013
31
New Stanford Careers Website Launched
32
New Recruitment Brochure Available
PeopleSoft Reminders
34
PeopleSoft Reminders
1.
Search Match – Avoiding multiple ID numbers
 Departments should not sponsors a SUNet ID prior to the hire being completed in PeopleSoft and
the department receives the EMPL ID from their local HR unit
 Always conduct a Search Match BEFORE entering Hire information for an incoming employee
 Search Match searches
 PeopleSoft’s entire database
 Stanford’s Registry Database (RegAdmin)
 Always conduct two separate searches
 First and last name (only)
• Ask if they had any name changes
 Social security number (only)
 If two EMPL IDs already exist do not pick a number
 File a HelpSU ticket and proceed once advised
 Search Match job aids
 http://hros/peoplesoft/jobaids.html#search
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PeopleSoft Reminders
2.
Deleting Work Phone Numbers
 An employee may delete their work phone number in Stanford.Who, but it does not feed over to
PeopleSoft
 The employee needs to contact their local HR department to delete the work phone number in
PeopleSoft
 Updates/changes in Stanford.Who will feed over to PeopleSoft
 In PeopleSoft add a row and use Action/Reason: Change Job Assignment Update Business
Information
 In the Employment Data panel, the Position Phone field will now allow you to delete the existing
work phone number and Save
ReportMart1 Updates
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ReportMart1 Updates
1. Print-A-Person Report (PS_HR033)
 Ethnicity Information
 Report now shows accurate ethnicity values
 Multiple values will also be displayed (i.e. Asian, Black, Hispanic, etc.)
 Overseas Employees (if applicable)
 Employee Record Number 300
 Location field added to identify overseas employee (i.e. Overseas Madrid)
2. Contingent Workforce Audit Report (PS_HR075)
 Exclude student work hours in the report
 Student hours do not count toward the 980-hour limit
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ReportMart1 Updates (cont.)
3.
Tickler Report (PS_HR035)
 The report was only generating a tickler for an employee who had a person responsible
in the “Person Responsible for Action” field
 The report has been fixed to show the tickler status of an employee, even if the “Person
Responsible for Action” field is blank
University Human Resources
& Payroll
T H A N K YO U !