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

1. HRMS Users Group 1:30 – 3:00 pm 10/07/10Clark Center Auditorium

2. 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)

3. HR Information Systems Overview • Changes to Authority Manager • Inactive Org Codes • Update a Position • Contingent Workforce Report • Getting Access to PeopleSoft

4. 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

5. Inactive Org Codes • Updating an existing position number that has an inactive DeptID and then hiring someone with the position number • OrgHierarchyCodes 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

6. 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

7. 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

8. 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

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

10. Trovix Recruitment Manager Systemversion 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

11. 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

12. 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

13. “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

14. Questions

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

16. Year End: Payroll Deadlines 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.html

17. 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

18. 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

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

20. 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

21. 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

22. Year End Calendar

23. 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

24. Axess Timecard: Adjust Paid Time • Launch Adjust Paid Time as you do now • Prior Pay Period entries will be read only

25. Axess Timecard: Adjust Paid Time • To adjust an entry, click + to insert a row

26. 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

27. 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

28. 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

29. 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

30. 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

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

32. 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

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

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)

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

36. Address Update: StanfordYou • Employees can update their address in stanfordyou.stanford.edu • “Permanent” and Mailing address • Permanent Address = “Home” Address

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

38. Resources • 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)

39. 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)