Employee Self Service

2. Employee Self Service Start HCM – Human Capital Management

3. This Presentation Will Show You… All of these topics will be covered in the Manager Self Service Sessions in addition to specific management information. If you are a manager, you are welcome to stay. You can also just attend an MSS session, or access the information on line if you wish. • Why the Change? • How to access the system • How to view your Personal Information • Payroll and Compensation info • How to view your Benefits • How to request paid time off • Changes to the payday calendar • How to record hours worked • How to get help and more information • Next steps

4. Why are we Changing? ASU is in the middle of consolidating, upgrading and integrating our data systems. Over an 18 month period, the data for our applicants, students, faculty and staff will all be housed in one system. This strategy lets ASU: • Make global changes to data quickly. • Change data once and have it update in all places instantly. • Maintain the data with less work. The HCM implementation is a key part of this project. HCM includes software AND business procedure changes.

5. About This Presentation…. Here’s where we find ourselves: • We are in the middle of changes to how we will view and edit our HR data. • These changes have been decided on by the President’s office and department leadership. • This presentation is about understanding the changes.

6. Ground Rules Please read the Reference Guide during the presentation. It will answer many of your questions. Please ask your questions at the end of the presentation to further your understanding about how the system works. If you don’t get a chance to ask your question – write it on a 3X5 card and leave it with the presenter, it will be posted at the FAQ at the HCM website.

7. Some Quick Definitions HCM – Human Capital Management – the replacement for HRMS (Human Resources Management System) – This is the new software and procedures for the HR world. Exempt - From today forward, those employees who are paid an annual salary and are not eligible for OT/Comp time. Non-Exempt – From today forward, those employees who are paid hourly and are eligible for OT/Comp time. Employee Self Service – the portal where you access your data in HCM.

8. Accessing the System

9. To access Info About HR: http://www.asu.edu/hr New forms will be available 7/2 ALL information about HCM can be found here. Available from any internet connection!

10. To access Info About HCM: http://hcm.asu.edu All info presented today is available here FAQs New pay date calendars Pay check estimator Communications Reference & Resources Visit often! Changes are happening rapidly Available from any internet connection!

11. Employee Self Service Portal Access www.asu.edu/interactive You can also get to Employee Self Service from the HR and HCM web pages. NOT available until July 2.

12. Employee Self Service Menu

13. Viewing Your Personal Information

14. Your Personal Information In July, you can update your personal information online, 24/7, from any computer that can reach the internet. This replaces the paper forms that you printed out and hand-carried to USB. When you make a change, it is changed globally and in real time – all ASU systems that are connected to PeopleSoft have access to the new information.

15. View and Update Your Information Click on Self service, Personal Information, Personal Information Summary

16. View Your Personal Information • You will be able to view your: • Name • Home & Mailing Address • Phone number • Email address • Marital Status • You can change any of these by clicking on the change button. • (note that changes to name or marital status require proof of documentation)

17. View and Update Your Information In each screen, you can change, edit, add, delete and save your changes.

18. Payroll and Compensation

19. What’s new? You will be able to see pay information on-line. • view pay checks and pay advices online (beginning July 16, 2007) • make changes to W-4 forms (non-resident aliens excluded) • view, edit and request direct deposit.

20. Payroll and Compensation Click on Self service, then Payroll and Compensation

21. Payroll and Compensation Employee Self Service -> Payroll and Compensation -> View Paycheck View your paycheck or pay advice (direct deposit) info here. You will access your first info on July 16. It will hold 12 months of rolling data, starting on July 16. Prior information is still at MyASU. Paper paychecks will continue to be mailed to your campus mailing address. Pay advices will no longer be mailed. Come here to print them.

22. Payroll and Compensation Employee Self Service -> Payroll and Compensation -> Direct Deposit Direct Deposit will roll over into the new system automatically. You can have up to four direct deposit transactions. If you add or edit, be sure to check the routing number and account number. (The bank and ASU will not double check this for you!)

23. Payroll and Compensation Employee Self Service -> Payroll and Compensation -> W4 Tax Information You can make changes to your W4 online starting in July. For A4 changes (Arizona Tax info) – continue to use the form from www.asu.edu/HR/Forms. W2 requests will be available in phase 2 (Early 2008)

24. Why are we Changing? The new system will be easier for you. You will have access: • From any computer that is connected to the internet • Any time day or night • Changes are real time (no delay) and are changed in every system that is connected to PeopleSoft.

25. Benefits

26. Benefits Implementation phases: • July 2007 for New-Hire enrollments • August 2007 for Open Enrollment elections • Approximately January 2008 for: • Qualified Life Events changes; • Leaves of Absence requests. Interim change and leave of absence processes will continue to be “paper” forms available at http://www.asu.edu/hr/forms • Declaration for Change Form • New Leave of Absence Form

27. Benefits Declaration of Change • www.asu.edu/hr/forms • New form, with new directions • Use this before and after open enrollment for changes because of qualified life events. • (Open enrollment will be done online – more info soon!)

28. Benefits Leave of Absence Request • www.asu.edu/hr/forms • Use this form in 2007 • Extended Leave • Family Leave • Military • Parental Leave • Sabbatical • Workers Comp • Administrative Leave

29. Benefits Pre-Collected Health Premium sample • Most benefits will be effective the first of the next pay period • Premiums will be withheld each pay date: • 26 pay periods for employees being paid year round; • Less pay dates for employees on 8-, 9-, or 10-month pay schedules; • Additional pre-collected benefits deductions to cover the summer months will be withheld beginning January of each year.

30. Benefits Dependent and beneficiary information can be: • Viewed online in July; • Updated online during Open Enrollment (Aug – Sept); • Before and after Open Enrollment, changes can be made using the interim Declaration of Change form. • Approximately January 2008, changes can be made online.

31. Requesting Paid Time Off

32. Requesting Paid Time Off Requesting Paid Time Off (vacation or sick days): • Exempt (Salaried) employees will use the online time sheet. • Non-Exempt (Hourly) employees will fill out a form available at www.asu.edu/hr/forms and turn it in to the Department Time Admins. • Department Time Admins will enter requests in the online time sheet.

33. Requesting Paid Time Off The online time sheet offers these benefits to everyone: • Automated calculation of Payable Time including overtime/comp time for non-exempt employees. • Future entries of paid time off accepted • Verification of paid time off requests against accrual balances • FLSA compliance

34. Requesting Paid Time Off – Exempt (Salaried) Employee Self Service -> Time Reporting -> Report Time -> Web Clock

35. Request for time off Requesting Leave for Non-Exempt (Hourly) www.asu.edu/hr/forms • Print and complete form • Get approval • Submit to Department time administrator

36. New Pay Date Calendar

37. Change to the Pay Date Calendar ASU will be joining the other Arizona Universities, Arizona state departments in processing all pay on a bi weekly lagging pay system. If you get paid TWICE a MONTH (Semi-monthly or SM), you will be paid EVERY OTHER WEEK (Bi-weekly or BW). • 26 pay checks instead of 24 • Annual pay doesn’t change • Each pay check will be slightly smaller (there are two more paychecks in each year!).

38. Change to the Pay Date Calendar • Auto deposit will roll over automatically. • Paycheck estimator online is available so you can plan. (http://hcm.asu.edu) • The new pay date calendar is a lagging week schedule, which allows for corrections prior to pay check delivery.

39. Change to the Pay Date Calendar Current System Paycheck here Week 1 Week 2 Week 3 Week 4 Is for these two weeks Lagging Week System Paycheck here Week 1 Week 2 Week 3 Week 4 Is for these two weeks Lagging Week

40. Transition to the Pay Date Calendar Next Two week pay period First two week pay period in the new pay date calendar Next Two week pay period Next Two week pay period Semi Monthly to bi weekly Normal first bi-weekly paycheck would have been 3 weeks later Adjusted bi-weekly paycheck Last Semi-Monthly pay check Adjusted first bi-weekly paycheck (2 weeks and weekend) Next “Normal” bi-weekly paycheck Adjusted bi-weekly paycheck Next “Normal” bi-weekly paycheck Regular bi-weekly paycheck

41. Transition to the Pay Date Calendar Bi weekly to Bi weekly Adjusted first bi-weekly paycheck (normally on June 20) Adjusted bi-weekly paycheck (normally on Aug 3) Adjusted bi-weekly paycheck(normally Aug 17) Pay for 4 weeks - 2 pay periods Regular bi-weekly paycheck

42. Change to the Pay Date Calendar

43. Why Change the Pay Date Calendar? Historically ASU processed 24 semi-monthly payrolls and 26 bi-weekly payrolls for a total of 50 payrolls each year. Converting everyone to the same schedule, ASU can reduce the payrolls to 26. This simplifies the system and reduces cost, increases accuracy.

44. Record Time

45. Record Time for Hourly Employees Hourly (non-exempt) employees will record their time using the web-clock application. The web-clock records the time that you click at the beginning of the day, out and in for lunch and the conclusion of the day. These clicks are called “Recorded Time”. At the end of each pay period, nightly processes convert “recorded time” to “payable time”, applying University policy and FLSA rules.

46. Record Time for Hourly Employees Employee Self Service -> Time Reporting -> Report Time-> Web Clock • “In” – Morning • “Meal” – Lunch Start • “In” – Lunch end • “Out” – end of day • (Not using punch type “Break”)

47. Record Time for Hourly Employees Let’s read through the FAQs in the ESS Reference Guide

48. Why Record Time for Hourly Employees? You will receive overtime, comp time when you should. There will be an accurate reflection of your time worked. Ensures FLSA compliance – you’re being paid according to the fair labor standards act!

49. Department Time Administrator Any time the time recorded is changed, you need a signed form – Then the department admin will be able to update your time record. Go to http://www.asu.edu/hr/forms – look for “Time Adjustment Form” Departments must keep signed, approved documentation on file. (audit trail)

50. Where to get help