HRMS Users’ Group

1. HRMS Users’ Group 11/9/06, 1:30-3:00 p.m. Clark Center Auditorium

2. Agenda • Temporary/Casual presentation (Colleen Foglesong and Maria Inciong, 30) • New Psoft Reason Codes (Shawna Blunt, 5) • Kronos – New Leave Codes (Shawna Blunt, 5) • Kronos – Historical Edits (Elise McMath, 10) • Payroll – Year End (Kelly Wright, 15) • Trovix – Roles and Permissions (Agnes Veith, 10)

3. Temp/Casual (Non-Academic) Compensation System Presenters: Colleen Foglesong, University Compensation Maria Inciong, HR Information Systems

4. Topics • Presidential Advisory Committee on Workplace Policies Recommendations • New Compensation System Developed • Who’s Included, Who’s Excluded • Temporary/Casual Job Codes • Student Job Codes • Casual Positions to be Converted • Timing for Casual Job Record Updates • Changes to PeopleSoft HRMS with Screen Shots • Reporting • Reminders • Summary

5. Presidential Advisory Committee on Workplace Policies • Group commissioned by President Hennessy to review and make a series of recommendations regarding policies and practices that affect Stanford University employees • The Committee developed several recommendations, including: • Implement classification and pay system for non-academic temporary and casual positions • Temps can work 50% time or more, for no more than six months (four months if performing technical, maintenance, or service duties) no matter the number of departments; not regular staff • Casuals may work less than 20 hrs/wk, for indefinite time period (four months or longer if performing technical, maintenance, or service duties); not regular staff • See Admin Guide 23.1 (General Personnel Policies, Definitions) • HR to monitor use of temps and casuals and report annually to President

6. New Compensation System Developed • Based on the recommendations of the Committee, University Compensation has developed a new classification and pay system for temporary and casual (Non-Academic) jobs. • There are six Classification Groups and three Responsibility Levels within each Classification Group. Each Responsibility Level has an associated pay range. • The new system is effective November 16, 2006, for all newly hired temporary and casual (Non-Academic) employees. • HR Managers/HRG are/is responsible for the implementation, communication, and ongoing administration of the new system in their school/area.

7. Temporary and Casual Employee Groups Included / Excluded The new Temporary and Casual (Non-Academic) Compensation System is to be used as follows:

8. Temporary/Casual (Non-Academic) Job Codes Below are the primary job codes and corresponding position numbers to be assigned to employees included in the new system

9. Student Job Codes Two new job codes added to correctly classify students • For non-Stanford college students (or Stanford students who have graduated and who are no longer at Stanford), use the appropriate Temp or Casual job code (see previous slide) • *There are several other job codes specific to Stanford students that you should continue to use.

10. Effort Underway to Classify Employees • Existing casual employees are being classified and will be converted to the new compensation system via an upload to PeopleSoft HRMS • Existing temporary positions are not being converted to the new system as their positions have an end date • Starting 11/16/06, the Classification Group and Responsibility Level must be assigned to temporary and casual new hires • Check with your Human Resources Manager/Human Resources Group to learn how the process will work in your school/area

11. Casual Job Record Updates • After casual records are updated through a batch upload to PeopleSoft HRMS: • If a casual employee will receive a pay rate change as a result of being correctly classified, that change is recorded on its own row: • Complete an Employment Update web form for a Pay Rate Change. The Reason is CWP (Contingent Worker Pay Change). Note on STF Remarks that the pay rate change is due to the Conversion to the new temporary/casual compensation system. • If a casual employee will receive both a pay rate change and a job code change, that change is recorded on one row (not two separate transactions): • Complete an Employment Update web form for a Change Position Number, enter the new job code (shared position number). The Reason is MOV (Job Movement). Include the new pay rate. Note on STF Remarks that the job code and pay rate change are due to the Conversion to the new temp/casual compensation system. • Review Standard Hours: • Casual positions cannot have Standard Hours of 20 or more! • Moving forward, casual job codes will default to 10 Standard Hours, so review and set the Standard Hours correctly (from 1 to 19) • Use the Standard Hours Report (PS_HR034) located in ReportMart1 > HR, Payroll, Benefits Systems > Job Information. Process query by Work Assign Deptid.

12. HR Policy on Temporary/Casual Position to a Regular Staff Position • A change from a temporary or casual job to a regular or fixed term job requires: • the temp or casual position must be terminated • the individual must be rehired using the regular staff hire process

13. Timing of Changes

14. Changes in PeopleSoft HRMS • Two new fields with pick lists added 10/24/06 for PS HRMS Web Forms Expert Users on Job Data > STF Remarks page: • Classification Group: Temp/Casual Class Group • Responsibility Level: Temp/Casual Resp Level • Job Aids revised and posted on HR Admin website • HR Web Forms Originators and Approvers will not see the two new fields, but Expert Users will • If you are an Expert User, check with your HRM/HRG to determine how you will obtain the determination of the Classification Group and Responsibility Level • If Classification Group and Responsibility Level not selected for a Temp or Casual job code, you will get a warning message

15. 00000999 Stanford, Leland Screen Shot 1: HR Web Form/Originator On web form, enter correct Job Code, Standard Hours, and other job data.

16. 00000999 Stanford, Leland Screen Shot 2: HR Web Form/Originator If known at origination, enter Classification Group & Responsibility Level in Remarks on Compensation tab.

17. Stanford, Leland 00000999 Screen Shot 3: Job Data/Expert User New fields on STF Remarks page

18. Screen Shot 4: Classification Group/Expert User After clicking the Lookup button next to the Temp/Casual Class Group field, these are the options: After clicking Lookup next to Class Group field, the six Classification Groups are displayed. Select the approved Classification Group.

19. Screen Shot 5: Responsibility Level/Expert User After clicking the Lookup button next to the Temp/Casual Resp Level field, these are the options: After clicking Lookup next to Resp Level field, the three Responsibility Levels are displayed. Select the approved Responsibility Level.

20. Stanford, Leland 00000999 Screen Shot 6: Completed Job Data/Expert User Class Group & Resp Level selected. Don’t forget the STF Reports To field!

21. Screen Shot 7: Warning Message/Expert User • After you click Save for a Temporary or Casual hire, if the Classification Group and Responsibility Level have not been selected, a Warning Message will display. • Click OK • Click back on STF Remarks to select the Classification Group and Responsibility Level • Click Save again

22. Approvals • Depending on local practices, when an HR Web Form is originated: • Enter the Classification Group and Responsibility Level in the Remarks • Note: New fields for Classification Group and Responsibility Level on STF Remarks page do not appear for HR Web Forms Originators • Add your HRM/HRG Rep (or a designee that’s been communicated) to the list of HR Approvers on the Approvers tab • This helps in two ways: • First, if your HRM/HRG Rep is the person who makes the Classification Group and Responsibility Level decision, adding them as an approver will tell the Expert User the HRM/HRG Rep is aware of the Class Grp and Resp Level to be entered • Secondly, HRMs/HRG are/is responsible to implement the system correctly in their school/area and must be informed about who is being hired • Remarks must specify who approved the Classification Group and Responsibility Level; enter: “Approved by: ___________________________ (name of approver)”

23. Doe, Jane Screen Shot 8: Add Approver Originators can easily add an additional HR Approver: Insert a row and enter the Empl ID of your HRM/HRG contact, or click Lookup to find the person by name Smith, James

24. Reporting • Human Resources Information Systems will provide reports on a monthly basis to HRMs/HRG with Temporary/Casual data, including: • Classification Group • Responsibility Level • Rate of Pay • Hours worked • STF Reports To • Other departments where employee works • Missing data will be obvious • Temporary/Casual Report (PS_HR053) will be posted in ReportMart1 (minus hours worked) so you may run it yourself. For Hours Worked, use the Contingent Hours Report (PS_HR001) or the Kronos Hours by Labor Acct Reports. HR reports are located in HR, Payroll, Benefits Systems > Job Information, Kronos reports are located in the Time-Leave Reporting category.

25. Reminders • Pay attention to the warning message about the appointment end date • Some appointment end dates go back to 2003, and must be updated • Pay Rate Changes for temps and casuals MUSThave a Reason ofCWP; do not ever use MER, MAR, or EQY as those are for regular staff • Enter STF Reports To field with the Position number of the supervisor on the Remarks Page • Use the looking glass to look up the position number using the supervisor’s Empl ID or Name

26. Summary • Beginning 11/16/06, all temporary and casual employees will be hired using new classification system • Your involvement in the process is dependent on local management decisions about how temps and casuals are handled in your area • Casual job records being converted to new system with correct Classification Group and Responsibility Level with an Effective Date of 11/16/06 • Current Temp job records are not being converted as their jobs have end dates • New Temp hires must be classified if they have hire/rehire dates with an Effective Date of 11/16/06 or later • Standard Hours for Casuals will be cleaned up, with 10 hours set as the default. All active casuals with 20 Standard Hours will be set to 10 hours. • HRMs are responsible for ensuring that casual employees whose pay was changed as a result of their position being classified in the new Temporary and Casual (Non-Academic) Compensation System are notified • Please direct employees with questions to your HRM/HRG office or follow the local process that has been communicated • Monthly report being generated with all temps and casuals; missing information will be apparent

27. New/Updated Action-Reason Codes

28. New Kronos Pay Codes

29. Historical Edits • Look at previous pay period’s timecard to see the original entries • In the current pay period, make Historical Edit using correct method • “Add Historical Amount” if timecard was blank and entry needs to be added (example: Exempt employee failed to enter leave) • “Move Historical Amount” if timecard has entries that were incorrect and need to be changed (example: Non-Exempt employee currently shows Salary and should be Vacation)

30. Historical Edits • Do Not • Add hours for a previous pay period into the current pay period timecard. This falsifies the record and often leads to overpayments due to incorrect Overtime calculations • Reset an employee’s accrual balances instead of performing a Historical Edit, when hours have been missed from a previous pay period!

31. Historical Edits • Do not check “Include in totals for effective date” box • Any missed pay must be paid through PeopleSoft (Off-Cycle Check request or Supplemental Pay web forms) in addition to the Historical Edit • Payroll sends all Vacation and Disability Sick Historical Edits (HEs) to Oracle on a monthly basis for accounting adjustments

32. Historical Edits • Use the transfer line to specify accounts in the following scenarios: • If the employee has more than one leave eligible job and took Vacation or Disability Sick, specify which job the leave applies to by entering the Org / PTA combo • If the employee is hourly and a credit should go to something other than their default account (specify account or LD) These will assure the credits from the central pool are applied to the right accounts

33. Historical Edits • Performing the correct HE is important. When entries are wrong: • Non-exempt employees over/under accrue • If 8 hours Salary entered in timecard and 8 hours of Vacation are Added via HE (instead of Moved) - employee has 16 hours on that day and over accrues • Accounting entries in Oracle are wrong • Incorrect job or PTA credited for Vacation/Disability Sick • Performing resets instead of HEs doesn’t correct accounting systems or give credits to your PTA(s) for leave taken

34. Historical Edits • Certain HEs are causing a “Lock Adjust” to appear in the system • This is a system problem caused by a service pack update and we are working with Kronos Global to resolve • Perform a move to reverse the entry • Send a help ticket to Kronos team if you need assistance

35. Email List to be Split • We will be splitting the KronosV5 mailing list into two distinct lists • Users will get more role appropriate e-mails. • For example, “Pay From Schedule” e-mails will only go to the TLA, as this function is performed by the TLA rather than the TLS • Do not be alarmed if a TLS doesn’t get the same e-mail sent to a TLA

36. Winter Closure Payroll • Payday will be Tues, 12/19 • Accelerated deadlines • Paper forms Noon on Fri, 12/15 • Kronos Noon on Sat, 12/16 • PeopleSoft entries 9pm on Sat, 12/16 • PeopleSoft Lockout Sun, 12/17 • Other deadlines are posted at http://co.stanford.edu/payroll_manual/deadlines.html

37. Winter Closure Payroll – Paycheck Distribution • Online Pay Statements (axess.stanford.edu) • Available to all employees, including those who receive live checks, on Mon, 12/18 • Ask employees to verify pay as soon as possible • Direct Deposits • Post on Tues, 12/19 by 5PM • Paper advices, for those who have opted for a paper advice, will be distributed to departments after the winter closure on 1/3/07 • Live Checks • Will be mailed to employees’ mailing address on Mon, 12/18 • Ask employees to verify their mailing address at StanfordYou • No will call hours for these checks

38. Winter Closure PayrollDirect Deposit • Encourage employees to sign up for direct deposit!  • Payroll will attach fliers to all live checks for the 11/15 payroll explaining that checks will be mailed and encouraging employees to sign up for direct deposit • Direct deposit enrollments, both online in Axess and paper forms submitted to Payroll, will be accepted through 12/15 

39. Winter Closure Payroll Checking Gross Pay & Corrections • Gross Pay Report available on Monday, 12/18 • Plan staffing to verify employees’ pay and make corrections • Payroll is open during normal business hours on 12/18 & 12/19 to process requests for missing pay or to correct overpayments. Limited Payroll staff will be available on 12/20 via HelpSU • All requests must have appropriate departmental approvals • Payroll cannot cut a check without departmental approval • Plan how to handle employee pay issues through payday on 12/19

40. Winter Closure Payroll Year-End Bonuses • It is strongly advised that year-end bonuses be issued on the 11/30 pay period, so that employees can receive the bonuses while they are at work and while there is time for correction of any errors or omissions.  • Any bonuses to be paid in the 2006 tax year must be submitted on paper form by Noon on 12/15 or by loading a Supplemental Pay Webform by 9PM on 12/15. • Payroll will not be able to process requests for off-cycle bonus checks received after Wed, 12/13, for payment during tax year 2006

41. Winter Closure Payroll Terminations • Submit termination paperwork by 12/13 for employees who are terminating from 12/18 through the end of winter closure  • Payroll needs to cut as many checks as possible by 12/15 to focus on processing and corrections for the 12/15 payroll

42. Winter ClosurePayroll Help • Critical Pay Issues • Leave a voicemail at 650-723-2259 for critical issues • Critical calls returned within 24 hours on 12/21-22 & 12/27-29 • Definition of critical: someone will go to jail if Stanford does not handle the payroll issue • Submit all other items, to be addressed after Winter Closure, through HelpSU

43. 12/31 Payroll is a New Tax Year • 12/15 pay period is last for tax year 2006 • Return uncashed checks • Complete repayments of overpayments for proper tax treatment for employees • 12/31 pay period is first for tax year 2007 • FICA and VDI taxes are withheld again (for those employees that reached the max in 2006) • 2007 Benefits deductions are taken

44. 2006 W-2 Schedule • Through January 10, 2007 Employees can opt for online W-2 presentment in Axess • January 19, 2007 2006 W-2 Forms available for those who have opted for online presentment • January 29, 2007 Paper W-2 Forms mailed to employees who have not opted for online presentment • February 15, 2007 2006 W-2 paper reprints available

45. Winter Close 2006

46. Holidays in Kronos • Exempt salaried employees, full and part time, don’t track holidays • Dec. 25, Dec. 26, and Jan. 1 should be blank • Non-exempt full time employees granted 8 holiday hours automatically • Non-exempt part time employees granted holiday hours based on system calculations – see next slides for more information

47. Kronos Holiday for Part Time Employees • Kronos will determine the eligibility of Part Time employees and insert the Holiday credit onto the timecard • The system will perform these calculations by looking at the previous 7 days of the employee's timecard.  If the employee worked (or took accrued time off) for a total of 20 hours or more in the previous 7 days, the system will grant Holiday time 

48. Kronos Holiday for Part Time Employees (cont’d) • To determine how many hours of Holiday credit to give an employee, Kronos compares the day of the week that the Holiday falls on with that same day in the previous week  • For example, if an employee worked 4 hours on the previous Friday and the holiday falls on a Friday, it will grant 4 hours of Holiday credit • If the system Holiday grant needs to be adjusted manually, please follow the instructions at http://co.stanford.edu/images/pdf/kronosv5/mod5_timecards.pdf (under “Paid Holidays”, page 19)

49. Borrowing for Winter Close • Vacation: Employees may not use vacation before it has been credited, except for borrowing up to the amount the employee would normally accrue in one month to cover time that would otherwise be unpaid during winter closure. (AGM 22.5, Vacations, 2.a, http://adminguide.stanford.edu/22_5.pdf) • PTO: Employees may “borrow” up to their full amount of PTO before it is credited to cover time that would otherwise be unpaid during winter closure. (AGM 22.7, Miscellaneous Authorized Absences, 1.d, http://adminguide.stanford.edu/22_7.pdf) • Floating Holiday: Employees may “borrow” up to their full amount of floating holiday before it is credited to cover time that would otherwise be unpaid during winter closure. (AGM 22.12, Paid Holidays, 5.b, http://adminguide.stanford.edu/22_12.pdf)

50. How to Enter Borrowed Time • Enter like normal usage. System will be programmed to allow overdrafts for December only • Overdraft programming will be entered into the system after the 11/30 payroll has run. Any departments requiring entry for shutdown before 12/05/2006 will need to make an allowance for borrowed time to be entered after the 5th • Employees who are negative because of borrowed time will have the difference subtracted • Floating Holiday and PTO from Jan. 2007 grants • Vacation from their December 2006 grant