Transcript Onboarding at Stanford

HRMS Users Group
1:30 – 3:00 pm 10/07/10
Clark Center Auditorium
10/7/2010
1
Agenda
• HR Information Systems Reminders/Updates
– Vicky Tran (10)
• Trovix Recruitment Manager System
– Ingrid Hartmann (10)
• Payroll Updates
– Kelly Wright (20)
• Benefits Refresher
– Ann Klug & Agnes Miller (15)
10/7/2010
2
HR Information Systems Overview
•
•
•
•
•
Changes to Authority Manager
Inactive Org Codes
Update a Position
Contingent Workforce Report
Getting Access to PeopleSoft
10/7/2010
3
Important Changes to Authority
Manager
• What’s Changed?
– Effective September 1, 2010
– Only termination/retirement of an employee will result in autorevocation in Authority Manager
– Other status or affiliation changes must be reviewed by authority
grantors, who will then revoke and re-grant authority as deemed
appropriate
– Administrative Systems and Financial Information & Reporting Systems
sent out a communication to all authority grantors with additional
information back in August
10/7/2010
4
Inactive Org Codes
• Updating an existing position number that has an inactive
DeptID and then hiring someone with the position number
— Org Hierarchy Codes are updated quarterly on 3/1, 7/1, 9/1, 12/1
— Update position number with an active org code

Refer to the Organizational Hierarchy in the Axess Portal
— Position Management

10/7/2010
Department description is not displayed when it is an inactive org code
5
Update a Position
• Update a Position and 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
10/7/2010
6
Contingent Workforce Report
• New Contingent Workforce Audit Report (HR_075)
– Hours over 840
– Hours over 1000
• ReportMart1 HR, (Payroll, Benefits Systems -> HR
Audit Reports folder)
– Job Aid also available
10/7/2010
7
Getting Access to PeopleSoft
• Originator or Expert User
– Step 1: The Human Resources Manager (HRM) grants authority to the
new user in Authority Manager
– Step 2: Complete the PeopleSoft Concepts & Compliance online training
and fax the certification to Administrative Systems at 3-4564
– Step 3: Enroll in HR PeopleSoft training through STARS
 (HRMS-101) New Expert User Training or
 (HRMS-102) New Web Form Originator Training
– Step 4: Complete the five exams and fax it to HR Information Systems at
5-8234 (Required for Expert User)
• Visit the HR Data website for more information
— https://www.stanford.edu/dept/dms/hrdata/newusers.html
— For new HR users, RegAdmin will no longer be granted

10/7/2010
Conduct Search Match to search for existing IDs in PeopleSoft and Registry
8
Trovix Overview
•
•
•
•
What happened on August 28th?
Real Time Resume Processing
Trovix – “Follow-Up”
“Trovix System” Page – OSE Website
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Trovix Recruitment Manager System
version 3.0.4
• What happened on August 28?
– Stanford University implemented the “Two Step” Question on
Saturday, August 28, 2010
– Applicants are required to complete the mandatory fields of
“Gender,” “Ethnicity,” and “Race” before submitting their resume
and/or cover letter
– Applicants have the ability to multi-select the “Race” category
10/7/2010
10
Real Time Resume Processing
• What does this mean for your department?
– Applicants will be in your candidate pool within one hour from their submittal!
HR & hiring managers must be logged into Trovix to review resumes and/or
cover letters
– Or, you can continue to wait until the next business day to receive your “Email
Alerts” via Outlook
10/7/2010
11
Trovix – Follow-Up
• This is an optional feature that you may use to filter those candidates
that you requested “Feedback” from hiring managers and/or committee
members
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12
“Trovix System” Page – OSE Website
• The # 1 visited page on the OSE website!
• Located at http://ose.stanford.edu/trovix/
• Visit the “Trovix System” page to review Trovix Permissions,
Job Aids & FAQs, including Training
10/7/2010
13
Questions
10/7/2010
14
Payroll Overview
•
•
•
•
Year End Information
Axess Timecard: Adjust Paid Time
Tips & Reminders
Payroll Updates
10/7/2010
15
Year End: Payroll Deadlines
Payday will be Monday, 12/20 (During the Winter Closure)
Accelerated deadlines
• Paper forms
• PeopleSoft entries
• PeopleSoft Lockout
• Axess Timecard
Noon on Wed, 12/15
9pm on Wed, 12/15
All day Thurs, 12/16
Noon on Thurs, 12/16
Review complete list of Year End Payroll deadlines at:
http://fingate/staff/payemployee/res_jobaid/payroll_schedule_d
eadline.html
10/7/2010
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Year End: Axess Timecard
• Accrual Borrowing
– To cover time that would be otherwise unpaid during the Winter
Closure, employees may borrow:



December 2010 vacation accrual
2011 Floating Holiday
2011 PTO
– Monitor borrowing for less than 100% FTE employees

Floating and PTO grants are prorated by FTE
• Holiday Pay
– For employees with pre-loaded schedules:

‘Apply Schedule’ will load holiday hours based upon employee 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 pay grants for less than 100% FTE employees as
needed to reflect the applicable policy
10/7/2010
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Year End: Check Distribution
• Online Pay Statements (axess.stanford.edu)
– Available to view by all employees, including those who receive live
checks, on Friday 12/17
– Ask employees to verify pay first thing in the morning on 12/17
• Direct Deposits
– Will post on Monday 12/20
– Note: Stanford Federal Credit Union will also post on 12/20, not
earlier
• Live Checks
– Will be mailed via US Mail by 12/20 to employees at their mailing
address
– Alternate delivery arrangements, other than direct deposit, will not
be available
• Paper Advices
– Will be distributed to departments via ID mail after the Winter
Closure
10/7/2010
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Year End: Direct Deposit
• Payroll Direct Deposit Enrollment Campaign
– For 10/15 and 11/15 pay periods, Payroll will attach a flyer to all live
paychecks to :


Encourage direct deposit enrollment
Describe the mailing arrangement for the 12/15 paychecks
• Local Direct Deposit Campaigns
– Please encourage employees in your area to enroll
– Identify recipients of live checks by reviewing the Gross Pay Report
– For employees who will not enroll, advise them to verify/update
their mailing address in StanfordYou

10/7/2010
Stop payments, if paychecks are lost in the US Mail, will be processed after the
Winter Closure
19
Year End:
Verifying Pay & Pay Corrections
• Gross Pay Report Available on Fri, 12/17
– Plan staffing during the morning on 12/17 to verify employees’ pay
and to make any corrections
• Payroll will make every attempt to process requests for missing
pay received on 12/17
– All requests must have appropriate departmental approvals

Payroll cannot cut a check without departmental approval
– Requests for other types of non-base pay will be processed only if
time allows
• Extended Off-Cycle Check Web Form Deadlines
– By 1pm on 12/17

Delivery to the Campus Service Counter at 3pm
– After 1pm – end of day on 12/17

Pickup must be arranged from Porter Drive
– Checks not picked up will be mailed
10/7/2010
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Year End: Reminders
• Collect outstanding overpayments as early as possible, but
no later than December 13
• Return uncashed checks to Payroll for cancellation, if the
funds are not due to the employee, by December 17
• Request year end bonus payments with the 11/30 payroll
– Allow yourself time to focus on verifying base employee pay for the
12/15 pay period!
• Plan for staffing through Friday, December 17 to:
– Verify Gross Pay
– Assist employees with payroll issues
• Review the Year End Closure Reminders Email
– Distributed in mid-November to hrpeoplesoftusers and
axesstimecardadmins email lists
10/7/2010
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Year End Calendar
Sunday
12
Monday
13
2
Thursday
Friday
Saturday
15
16
17
18
- Terminations
for 12/16 –
1/2/11
- PS Trans - 9pm
- Paper forms by
Noon
- Self-service
direct deposit
by midnight
- PS Lockout
- Timecards by
Noon
- Online pay
statements
- Gross Pay
Report
- Off-Cycle Check
Webforms
(Missing regular
pay only) – 1pm
- Live checks
mailed to
home mailing
address
21
23
Holiday
24
Holiday
25
- Payroll
monitoring
critical issues
22
- Payroll
monitoring
critical issues
27
28
29
30
Jan 1
- Payroll
monitoring
critical issues
- Payroll
monitoring
critical issues
- Payroll
monitoring
critical issues
- Payroll
monitoring
critical issues
31
Holiday
4
5
6
8
- PS Lockout
- 12/15 advices
delivered to
departments
- Online pay
statements
- Gross Pay
Report
7
- Payday
20
- Payday
- Payroll
monitoring
critical issues
26
Wednesday
14
- Remember to
resolve 2010
overpayments &
return uncashed
checks to Payroll
for cancellation
19
Tuesday
3
- PS Trans by
9pm
- Timecards by
10/7/2010 9pm
- New year for
FICA/VDI,
Benefits
22
Axess Timecard: Adjust Paid Time
• Axess Timecard Adjust Paid Time will be modified to
allow leave entry corrections to pass to employee
paychecks
• This change creates:
– A simplified accounting trail for transactions
– Increased visibility of the correction for the employee
10/7/2010
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Axess Timecard: Adjust Paid Time
• Launch Adjust Paid Time as you do now
• Prior Pay Period entries will be read only
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Axess Timecard: Adjust Paid Time
• To adjust an entry, click + to insert a row
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Axess Timecard: Adjust Paid Time
• Enter the corrected information for day
• Continue to enter adjusted rows as needed
• Remember to ‘Save’ when you complete your entries
10/7/2010
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Axess Timecard: Adjust Paid Time
• Offset rows will be created automatically, but will not be
visible on the screen
• For example: If you enter 8 hours of vacation, an offset
of -8 hours of salary will be created
• Corrections of leave time will pass as a $0 entry on the
employee’s paycheck
– Includes Vacation, Floating Holiday, PTO, and Sick
• Corrections requiring payment to the employee still
require a Supplemental Pay Web Form or an Off-Cycle
Check Web Form
– Continue to enter the correction in Adjust Paid Time also
10/7/2010
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Axess Timecard: Tips & Reminders
• When an employee has a job change mid-pay period,
use ‘Range of Dates’ to make entries to the timecard
– This includes mid-pay period hires, leave actions, job
updates, etc.
• The Timecard Summary page can be sorted by clicking
the column headers
– For example, click the column header ‘Overtime &
Double Time’ to sort for the employees with the greatest
number of overtime hours
10/7/2010
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Axess Timecard: Tips & Reminders
• Seasonal Layoffs
– Employees are due accruals for the layoff period
– Accruals are not automatically generated
– When the employee returns from the seasonal layoff,
submit a HelpSU ticket to Axess Timecard to request an
accrual reset
10/7/2010
29
Payroll: Updates
• Termination Web Form
– ‘Emergency Loan’ field will be updated to ‘US Mail’
– Default will be ‘No’ – Check will be held at the Campus Service
Counter for pickup
– Select ‘Yes’ if you would like Payroll to mail the termination
check
• W-2 Express Login
– Default PIN continues to be birth date in the format of:
YYYYMMDD
– Employees can update default PIN
– Employees can opt for enhanced security, including a security
picture and questions
10/7/2010
30
Benefits “Refresher”
Help us enhance the employee’s Benefits experience!
10/7/2010
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Benefits Overview
• PeopleSoft Data Entry Tips
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–
–
–
–
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Data
Timeliness
Permanent/Mailing Address
Benefits Salary
Benefits Eligibility Date
Resources
• 2011 Open Enrollment
– October 25 through November 15
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Focus on Data
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•
•
•
•
•
•
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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
10/7/2010
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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)
10/7/2010
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Address Update:
PeopleSoft
• Home Address
–
–
–
–
Drives eligibility for health plan
Need to live in the area for an HMO
Drives what the employee “sees” in the enrollment system
If employee’s address is out-of-state, the employee won’t see the
HMO plan choices (only the Blue Shield PPO plan)
– J1 Visa employees: Submit a Ben Bin for assistance
• Mailing Address
– Is used for mailing benefits material
– Medical, Life and Open Enrollment material
– Retirement plan material
10/7/2010
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Address Update:
StanfordYou
• Employees can update their address in
stanfordyou.stanford.edu
• “Permanent” and Mailing address
– Permanent Address = “Home” Address
10/7/2010
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Benefits Salary
• Benefits Salary Drives
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–
–
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Basic life insurance
Supplemental life insurance
Accidental, Death and Dismemberment (AD&D)
Long-Term Disability
Benefits Eligibility Date
• Drives benefit eligibility date
– Opens the 31-day Benefits Enrollment window
10/7/2010
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Resources
• PeopleSoft job aids
• Benefit escalations, submit “Ben Bin” request to
Benefits Office
– HR/FAO staff only
• Staff/Faculty resource
– Benefits Service Center
(press option 9)
10/7/2010
(877)905-2985
38
2011 Open Enrollment
• Enrollment Period: October 25 – November 15
• Enrollment site opens: October 25
– 2011 Open Enrollment and Web Ex workshops
– 2011 Open Enrollment material (on web site)
10/7/2010
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