HRMS Users Group 1:30 – 3:00 pm 6/23/09 Clark Center Auditorium

1. HRMS Users Group1:30 – 3:00 pm 6/23/09Clark Center Auditorium

2. Agenda • Trovix Upgrade – Ingrid Hartmann (15) • Owning Your Career at Stanford – Nancy Duncan & Jeanette Lindsay (10) • Additional Compensation – Colleen Foglesong & Kelly Wright (20) • Processing Layoffs – Kelly Wright (15) • PeopleSoft Reminders/Updates – Vicky Tran (10)

3. Trovix Upgrade Trovix Recruitment Manager System (Minor) Upgrade Friday, June 26th

4. Trovix Upgrade • Why are we upgrading Trovix? • “Documents” Tab • “Routing” Tab • Posting & Un-Posting of a Requisition • Updated EEO Veteran Categories (For the Applicant) • Upcoming OFCCP Mandatory Collection of Information • Reminders

5. Trovix Upgrade • Why are we upgrading? • Continue to receive Trovix Recruitment Manager System support • Upgrading from version 3.0.1 to 3.0.3 • Upgrade happens on Friday, June 26th at 5pm

6. Trovix – “Documents” Tab • This optional feature is located in the candidate’s record. The following documents can be uploaded (“discoverable” during an audit): • Reference Checks • Interview questions • Writing Samples

7. Trovix – “Routing” Tab • Stanford will not use this feature located in the requisition

8. Trovix – Posting & Un-Posting a Requisition • View posted and un-posted dates via the “Activity” tab • Click on “Type” from the dropdown menu and select “Posting” • Don’t forget to add a business reason “Note” for why the posting was removed

9. Trovix – Updated EEO Veteran Categories • Trovix Recruitment Manager System supports the new EEO/OFCCP standards with four new categories: • Special Disabled Veteran • Recently Separated Veteran • Other Protected Veteran • Armed Forces Veteran • Candidates provide this information at the beginning of the on-line jobs.stanford.edu application process

10. Trovix – OFCCP Upcoming OFCCP Mandatory Collection of Information • A notification called “Coming Soon! Applicant Disposition Data – Mandatory Collection of Information” was sent the second week of June to Hiring Managers & HR via the Trovix system • To view a copy, please visit the OSE website at http://ose.stanford.edu • In the coming weeks, OSE will send out information regarding how to enter disposition data into a candidates record. Stay Tuned!!!

11. Trovix - Reminders • Right now, before the upgrade and as an optional backup plan, if you have “Personal” reports created in Trovix, please “SnagIt” save and/or print screenshots of all your checked boxes in your report • Please feel free to contact Ingrid Hartmann, Applicant Tracking System Specialist at extension 1-1946 or ihartmann@stanford.edu regarding any questions pertaining to the upgrade or OFCCP

12. Owning Your Career @ Stanford: A Roadmap to Your Success! A Comprehensive Career Management Program Offered by the Office of Staff Employment

13. Owning your Career @ Stanford • 3 ½ hour Seminar • Understanding You @ Stanford • Growing You @ Stanford • Branding You @ Stanford • 2 – 30 minute One–on–One Sessions with an OSE Staffing Consultant on career topics of your choice • Semi-Monthly Brown Bag Lunch Meetings

14. Owning your Career @ Stanford Overall Program Theme You are the Driver of Your Career

15. Owning Your Career @ Stanford Seminar • 3 ½ hour Seminar in which we explore answers to the following questions: • What energizes me and how can I best use my skills & talents? • What is Stanford’s Career Lattice? • How do I navigate my career at Stanford? • What tips/techniques are a must for resumes and interviewing? • What are the latest technologies for networking?

16. Owning Your Career @ Stanford • Dates: Thursday, June 25th, July 9th, July 30th • Time: 8:30 – Noon • Location: 427 Arguello Classrooms and Computer Labs, Room 105 • Additional Dates in STARS (Course # OSE-1140) • STAP Eligible: $245 • Includes those being laid off but are still on payroll

17. Owning Your Career @ Stanford • For more information contact: • Jeanette Lindsay, 723-4075, lindsay2@stanford.edu • Nancy Duncan, 721-2289, nduncan@stanford.edu

18. Administering Additional Compensation for Regular Staff Employees HUG Meeting Payroll June 23, 2009 University Compensation Stanford University Confidential – Do Not Reproduce

19. Additional Comp - Background Full-time exempt and academic staff as well as full-time non-exempt non-bargaining unit staff have received pay for additional work: • Within and outside of the boundaries of their regular responsibilities • Within and outside of their department A range of earn codes and practices have been used to process pay. Presenting issues: Current policy guidelines: • Not aligned with the range of issues that have surfaced to date • Do not fully provide guidance as to when it is appropriate to consider additional compensation Current administration of additional compensation: • Inconsistent across the University • Inconsistent with wage and hour regulations and the retirement plan

20. Additional Comp – Principles in Current Policy Guidelines • Administrative Guide Memo 22.4 – Compensation of Staff Employees (applicable to regular staff – exempt and non-exempt non-bargaining unit employees, and Academic Staff-Librarian employees) • Staff employees are expected to share their skills and experience with the University community and, in the spirit of collegiality, to serve as a resource for departments outside their own. • Administrative Guide Memo 15.2 – Staff Policy on Conflict of Commitment and Interest • Staff should recognize the potential conflict of commitment created when opportunities for compensation occur within the University, but outside their home department.

21. Additional Comp – Policy Revisions & Payment Guidance Additional Work Performed by Full-Time Exempt Employees*: • Requests to perform additional work by another department, whether related or unrelated to the employee’s current responsibilities, require prior approval by the employee’s current supervisor and that department’s human resources manager. (Guide Memo 22.4, Section 5a) Payment Arrangements: • Exempt staff are not eligible for additional compensation for work within boundaries of regular responsibilities. * These policies apply to full-time staff employees. Employees with part-time assignments continue to be able to apply for additional jobs and be compensated as appropriate for each assignment up to 100% FTE.

22. Additional Compensation Guidelines for Work Within Boundaries of Regular Responsibilities Compensation Resources Guide, Section 5: Additional Compensation (previously Supplemental Compensation) Eligibility/Approval: Work within the boundaries of the employee’s regular responsibilities, as determined by the employee’s supervisor, is not eligible for additional compensation whether the work is performed within or outside the employee’s School/VP area. Prior approval by employee’s current supervisor and HRM is required. Duration: Typically infrequent, may or may not occur during core business hours and/or normal work schedule. Pay Arrangements: • Exempt Staff: Other department pays portion of the salary • Non-Exempt Staff: Record all work hours, including those for work by a second department, in Axess Timecard. • A form of non-monetary recognition may also be considered.

23. Additional Compensation Guidelines for Work Outside Boundaries of Regular Responsibilities Compensation Resources Guide, Section 5: Additional Compensation (previously Supplemental Compensation) Eligibility/Approval: Work outside the boundaries of the employee’s regular responsibilities, as determined by the employee’s supervisor, which the university would need to otherwise hire other resources, is eligible for additional pay if ALL of the following criteria are met: • Occurs on a one-time or infrequent basis, and • Requires a significant amount of time in excess of the normal work schedule, and • Employee receives prior written approval from supervisor in advance of the work being performed, and • Employee has completed the trial period and/or the employee’s performance in the current job is satisfactory.

24. Additional Compensation Guidelines for Work Within Boundaries of Regular Responsibilities Pay Arrangements: • Exempt Staff: Amount to be set by the supervisor of the unit where the work is performed, taking into consideration internal pay relationships and market. Use earn code HNR (Honorarium). • Compensation may not exceed 5% of full-time base salary or $5,000, whichever is greater, during one fiscal year. • Non-Exempt Staff: Amount based on current rate of pay. Record all work hours, including those for work by a second department, in Axess Timecard.

25. Additional Comp – Policy Revisions & Payment Guidance Temporary Compensation for Work in a Higher Classification: • Temporary additional compensation may be appropriate when an employee temporarily fills a position at a job level with a higher pay range maximum than his/her own for two or more months, but typically no longer than 6 consecutive months. The employee retains his/her classification during the temporary assignment. In addition, non-exempt employees remain non-exempt during the temporary assignment and receive overtime premiums for hours worked in excess of the overtime threshold. (Guide Memo 22.4, Section 8) Payment Arrangements: • Exempt and Non-Exempt Staff: Additional compensation is appropriate, typically 5-10%. (Staff Compensation Resource Guide, Section 5). Use new earn code TAR (Temporary Acting Role). Do not use SUP or BON.

26. Additional Comp – Earn Code Prescribed Usage Consistent usage of earn codes is required to: • Comply with Federal and State wage laws • Comply with benefit program requirements • Create an equitable pay environment for all of our employees Upcoming Changes: • Prescribed Earn Code usage document will be introduced in August • Draft of this document distributed today • Supplemental Pay Webform will be modified to support changes discussed today • Supplemental Pay entries will be audited for compliance with prescribed usage beginning in September Next Steps: • Begin moving additional pay to correct earn codes immediately • Work with your HRM if you are aware of pay situations that are not covered by the draft Prescribed Earn Code usage document

27. Additional Comp – Supplemental Pay Webform Updates The earn code selection list on the Supplemental Pay Webform will be updated in July. Earn Codes Added: • TAR – Temporary Acting Role • OTH – Other Compensation • QSP – Quarterly Intern Payment Earn Codes Removed: • 1TP – One Time Payment • STP – One Time Salary Payment Refer to the draft Prescribed Usage document for details of use of each earn code. If you have a situation that is not listed, please consult with your HRM and obtain guidance from E&LR before proceeding with payment.

28. Additional Comp – Supplemental Pay Webform Updates Commonly used Earn Codes on Supplemental Pay Webform Earn Codes for Staff: • HNR – Honorarium (for Faculty and Exempt Staff ONLY) • RTH – Retroactive Hours • RTS – Retroactive Salary • RTO – Retroactive Overtime • TAR – Temporary Acting Role • OTH – Other Compensation • QSP – Quarterly Intern Payment Earn Codes for Faculty Only: • SUP – Supplemental Pay

29. Processing Layoffs – Revoking Authority Revoking Axess Timecard Authority • Time & Leave Administrator • Revoke authority in Authority Manager • Time & Leave Supervisor • Update Reports To/STF Reports To information in PeopleSoft for the employee’s former direct reports Revoking Other Authority • View active authority in Authority Manager • Click Revoke to revoke authority • If you do not have sufficient authority to revoke a privilege, please send an email to the person who granted the authority • Auto-Revoke of Authority • Terminal Vacation action will automatically revoke authority • Revoke authority as soon as possible – do not wait for auto-revoke

30. Processing Layoffs – Axess Timecard Axess Timecard Entries • Notice Period • PeopleSoft Employment Update: Leave the job record active • Timecard Entries: Leave the timecard blank • Accruals: Normal vacation and sick grants • Terminal Vacation • PeopleSoft Leave Of Absence: Paid Leave/Terminal Vacation • Timecard Entries: Use Terminal Leave codes, Remove Holidays • Accruals: Accruals stop • Note: DLS does not load terminal vacation web forms or process timecards for employees using Terminal vacation • Mid-Pay Period Status Change • Select ‘Range of Dates’ on the Timecard • Terminal Leave codes are only available for dates after the Terminal Vacation action is entered in PeopleSoft

31. Processing Layoffs – Requesting a Final Paycheck Termination Webform • 30 Day Lump Sum Payment • Use Earn Code ‘STP’ or ‘1TP’ Tax Deductions • Severance, 30 day lump sum payment and final paycheck are taxed separately • The supplemental tax rate (25% for federal, 6% for state) is used for all payments in excess of $5,000 Benefit Deductions • Continuation of Healthcare Spending Account Election Form must be submitted to Payroll prior to requesting the final paycheck • Normal retirement deductions and employer matching are applied to regular salary, leave, leave payouts, and 30 day lump sum payment. Severance is not eligible for retirement deductions. • Normal benefit deductions for coverage through the end of the month of termination are taken

32. Processing Layoffs – Requesting a Final Paycheck • Layoff to Retirement • Confirm with the Benefits department if laid off employees are retiree eligible • If they are retiree eligible, use Reason Code-Layoff to Retirement (LRT) • If they are not retiree eligible, use Reason Code-Layoff (LAY) • Position Management • Once the final check has been cut, the position number for laid off employees should be inactivated in Add/Update Position Info

33. Authority Manager – Automatic Authority Updates Changes were made to Authority Manager that automatically revoke an individual's authority when there is a change to their University or department affiliation. • Authority is automatically revoked when: • Someone has two or more jobs in PeopleSoft and their status changes for one of their jobs • Individuals are placed on a leave in PeopleSoft and again when they return from leave (e.g., maternity or medical leave) • To restore previous authority: • Select ‘Recently Revoked Authority’ when viewing the employee’s record in Authority Manager • Click ‘Refresh’ then ‘Restore All’ to restore authority For more information please see the Authority Manager FAQs at: http://www.stanford.edu/dept/as/mais/applications/authority

34. Payroll Updates – I-9 Reminders Verify completeness of the I-9 Form • Check Signatures and Dates • Employee must sign and date Section 1 • Administrator must sign and date Section 2 • Check Hire Date • Enter the employee’s hire date in the Certification Section • Record Documents Submitted • Complete Section 2 for each document submitted by the employee Use the 2/2/09 Version of the I-9 Form • Always use the most current version of the I-9 Form • The current version of the form lists an expiration date of 6/30/09. this will likely be extended Complete the I-9 Form within 3 Business Days of Hire • Forms completed after 3 days are a form violation

35. Payroll Updates – I-9 Compliance Specialist New I-9 Compliance Specialist – Amanda Hoffmann amandah1@stanford.edu 650-736-9772 • Contact for any type of assistance with obtaining correct I-9 documentation • Periodic visits to the Campus Customer Service Counter at the Cashier’s Office will be scheduled for in-person help with I-9 questions • Email announcement in advance of scheduled visits

36. Payroll Updates – Open Lab Reminder Axess Timecard Open Lab – Every Friday 9am – Noon Arguello Labs (427 Arguello Way) Staff expert in PeopleSoft HRMS, GFS, and Oracle are also generally available at the Open Lab

37. PeopleSoft v9 Reminders/Updates • Reports To vs. STF Reports To • Reports To = Faculty/Staff (benefits eligible positions) • Update directly in Position Management via new row insertion • If Update Incumbents check box is selected, a new row will feed over to the employee’s Job Data record • Reports To information is located under the Job Information tab (not STF Remarks tab) • DONOTuse shared position numbers (i.e., 00009150, 00008945)

38. PeopleSoft v9 Reminders/Updates • STF Reports To = Contingent Employees (Temporary, Casual, Students -- shared positions) • Update directly in Job Data via new row insertion • DO NOT use shared position numbers (i.e. 00009150, 00008945) • DO NOT use this field for Faculty and Staff

39. PeopleSoft v9 Reminders/Updates • Expected Job End Date • Located in Job Data > Work Location tab • DO NOT use this field • Stanford is not using it, does not support it, and it is not a reportable field • Incorrectly updating this field will cause unwanted results and will delay the turn-around time for transactions

40. PeopleSoft v9 Reminders/Updates • Standard Hours in Position Management vs. Job Data • Employee’s Job Data Standard Hours have been approved and should be different than Position Management • If a new Position Management row has fed over to the employee’s Job Data record and Standard Hours was not intended to change, you must process an Employment Update web form to update the employee’s Standard Hours • Job Data > Salary Plan tab • DO NOT change or update the Salary Administration Plan and/or Grade field • Doing so will result in unwanted changes, cause sever data integrity issues, and affect reporting validity • Authority Manager – Access Unexpectedly Revoked? • DO NOT process a Leave of Absence (LOA) or Release a Job Record until the employee’s actual last day at work or in the former department • Processing a LOA and/or Release a Job Record transaction in advance will cause an employee’s access to be revoked on the day of the transaction creation date • PeopleSoft Authority is currently not looking at Effective Date on Department Changes or LOA

41. Questions? Thank you and have a great summer!!