10/7/2010 1

HRMS Users Group

1:30 – 3:00 pm 10/07/10Clark Center Auditorium

Agenda

10/7/2010 2

• 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)

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 auto-

revocation 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

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• 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

Department description is not displayed when it is an inactive org code

Inactive Org Codes

10/7/2010 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

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• 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

Contingent Workforce Report

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 Conduct Search Match to search for existing IDs in PeopleSoft and Registry

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• What happened on August 28th?• Real Time Resume Processing• Trovix – “Follow-Up”• “Trovix System” Page – OSE Website

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Trovix Overview

• 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

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Trovix Recruitment Manager System

version 3.0.4

• 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

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Real Time Resume Processing

• 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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Trovix – Follow-Up

• 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

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“Trovix System” Page – OSE Website

10/7/2010 14

Questions

Payroll Overview

• Year End Information• Axess Timecard: Adjust Paid Time• Tips & Reminders• Payroll Updates

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Payday will be Monday, 12/20 (During the Winter Closure)

Accelerated deadlines• Paper forms Noon on Wed, 12/15• PeopleSoft entries 9pm on Wed, 12/15• PeopleSoft Lockout All day Thurs, 12/16• Axess Timecard Noon on Thurs,

12/16

Review complete list of Year End Payroll deadlines at: http://fingate/staff/payemployee/res_jobaid/

payroll_schedule_deadline.html10/7/2010 16

Year End: Payroll Deadlines

• 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 17

Year End: Axess Timecard

• 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 18

Year End: Check Distribution

• 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 Stop payments, if paychecks are lost in the US Mail, will be processed after the

Winter Closure

10/7/2010 19

Year End: Direct Deposit

• 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 mailed10/7/2010 20

Year End:Verifying Pay & Pay Corrections

• 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 21

Year End: Reminders

10/7/2010 22

Year End CalendarSunday Monday Tuesday Wednesday Thursday Friday Saturday

12 - Remember to resolve 2010 overpayments & return uncashed checks to Payroll for cancellation

13 14- Terminations for 12/16 – 1/2/11

15- PS Trans - 9pm- Paper forms by Noon- Self-service direct deposit by midnight

16- PS Lockout- Timecards by Noon

17- Online pay statements- Gross Pay Report- Off-Cycle Check Webforms (Missing regular pay only) – 1pm

18- Live checks mailed to home mailing address

19 20- Payday - Payroll monitoring critical issues

21- Payroll monitoring critical issues

22- Payroll monitoring critical issues

23Holiday

24Holiday

25

26 27- Payroll monitoring critical issues

28 - Payroll monitoring critical issues

29- Payroll monitoring critical issues

30- Payroll monitoring critical issues

31Holiday

Jan 1

2 3 - PS Trans by 9pm - Timecards by 9pm

4- PS Lockout- 12/15 advices delivered to departments

5- Online pay statements- Gross Pay Report

6 7- Payday- New year for FICA/VDI, Benefits

8

• 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 23

Axess Timecard: Adjust Paid Time

• Launch Adjust Paid Time as you do now• Prior Pay Period entries will be read only

10/7/2010 24

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

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Axess Timecard: Adjust Paid Time

• Continue to enter adjusted rows as needed• Remember to ‘Save’ when you complete your entries

• 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 27

Axess Timecard: Adjust Paid Time

• 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 28

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

Axess Timecard: Tips & Reminders

• 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

Payroll: Updates

10/7/2010 31

Benefits “Refresher”Help us enhance the employee’s Benefits experience!

Benefits Overview• PeopleSoft Data Entry Tips

– Data– Timeliness– Permanent/Mailing Address– Benefits Salary– Benefits Eligibility Date– Resources

• 2011 Open Enrollment– October 25 through November 15

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10/7/2010 33

• Date of Hire• Date of Birth• FTE hours• Social Security Number • Gender• Correct address/zip code• Correct benefits salary• Use PeopleSoft job aids

Focus on Data

10/7/2010 34

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 35

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 36

Address Update: StanfordYou

• Employees can update their address in stanfordyou.stanford.edu

• “Permanent” and Mailing address– Permanent Address = “Home” Address

10/7/2010 37

Benefits Salary• Benefits Salary Drives

– 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 38

• 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)

Resources

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 39