Employee Self Service

2. Employee Self Service Start HCM – Human Capital Management

3. This Presentation Will Show You… • How to access the system • How to view your Personal Information • How to view your 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. About This Presentation…. This presentation contains the facts about the transition from HRMS to HCM: • What the changes are • Why the changes are being made • How they will affect you Two of the items are significant changes: • Changes to recording hourly work • Changes to the Pay Date calendar for everyone You may strongly agree or disagree with these changes.

5. This Presentation is: NOTan open forum to discuss the merits of the changes! (The system changes have been agreed to by the President’s office and department leadership.) NOTa place to vent your strong support or disagreement with the new changes. NOTa place to attempt to change the system with the strength of a cleverly-worded question.

6. Ground Rules Please ask questions to further your understanding about how the system works. Please read the FAQs in your Reference Guide prior to asking your question.

7. Ground Rules Don’t shoot the presenter! And last: (S)he has volunteered to deliver this message and learned the content only a few weeks before you did! This person is not responsible for the decisions and can cannot change the system no matter how passionate your argument.

8. 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 Non-Exempt – From today forward, those employees who are paid hourly. Employee Self Service – the portal where you access your data in HCM.

9. Accessing the System

10. To access Info About HR: http://www.asu.edu/hr Available from any internet connection!

11. To access Info About HCM: http://hcm.asu.edu/human_resources Available from any internet connection!

12. Employee Self Service Portal Access You can get to the portal from the HR website, the HCM web site or by typing in the URL http://??

13. Accessing Your Personal Information

14. Your Personal Information Now you can update your personal Information online, 24/7 from any computer that can reach the internet. This replaces the paper form 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 are updated.

15. View and Update Your Information From the Eportal -> Click on Self service, then Personal Info

16. View Your eProfile Change your data by clicking on the “Change” buttons.

17. View and Update Your eProfile In each screen, you can change, 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 checks and advices online (beginning July 16, 2007) • make changes to W-4 forms (non-resident aliens excluded) • request direct deposit.

20. Payroll and Compensation From the Eportal -> Click on Self service, then Payroll and Compensation

21. Payroll and Compensation Employee Self Service -> Payroll and Compensation -> View Paycheck If you get a paper paycheck, you can view the information here. Paper paychecks will continue to be mailed.

22. Payroll and Compensation Employee Self Service -> Payroll and Compensation -> View PaySlip If you have Direct Deposit, your payslips can be viewed and printed here. You will no longer get physical mailings of your pay slip (advice) – you can come here to print them at will.

23. Payroll and Compensation Employee Self Service -> Payroll and Compensation -> Direct Deposit Here you can easily edit your direct deposit settings.

24. Payroll and Compensation Employee Self Service -> Payroll and Compensation -> W4 Tax Information Your W-4 changes are easily made online.

25. Payroll and Compensation And request a W-2

26. Why are we Changing to ePay? 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.

27. Benefits

28. Benefits The new system will be available as follows: • July 2007 for new-hire enrollments • August 2007 for Open Enrollment elections • January 2008 for Qualified Life Events changes In the interim, any benefit change requests will continue to be done via hr/forms • Declaration for Change Form • Leave of Absence Form

29. Benefits Declaration of Change • www.asu.edu/hr/forms • Declaration of change form

30. Benefits Leave of Absence Form • www.asu.edu/hr/forms • Request for Leave of Absence

31. Benefits • 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. • Dependent information and beneficiary information will be viewable online in July. • Dependent info and beneficiary information will be updatable in Open Enrollment, next opportunity will be January.

32. Requesting Paid Time Off

33. 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 paper 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.

34. 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

35. Requesting Paid Time Off - Exempt Employee Self Service -> Time Reporting -> Report Time -> Web Clock

36. Requesting Leave for Hourly Request for paidTime off www.asu.edu/hr/forms

37. New Pay Date Calendar

38. 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!).

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

40. 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

41. 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 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

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 application 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, the Department Time Administrator will run a process to convert your Recorded Time into payable time, applying University policy and FLSA rules.

46. Record Time for Hourly Employees Employee Self Service -> Time Reporting -> Report Time-> Web Clock

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

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

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 HR forms – look for “Time Adjustment Form” Departments must keep signed, approved documentation on file. (audit trail)

50. Where to get help