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HRMS Users Group 1:30 – 3:00 pm 04/12/11 Clark Center Auditorium

HRMS Users Group 1:30 – 3:00 pm 04/12/11 Clark Center Auditorium. Overall Agenda. IT Services Technology Training – Nancy Baumann, ITS Onboarding @Stanford – Valerie Beeman , HR Learning & Org. Effectiveness Trovix Recruitment Manager System

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HRMS Users Group 1:30 – 3:00 pm 04/12/11 Clark Center Auditorium

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  1. HRMS Users Group 1:30 – 3:00 pm 04/12/11Clark Center Auditorium

  2. Overall Agenda • IT Services Technology Training – Nancy Baumann, ITS • Onboarding @Stanford – Valerie Beeman, HR Learning & Org. Effectiveness • Trovix Recruitment Manager System – Ingrid Hartmann, Office of Staff Employment • HR PeopleSoft Updates – Vicky Tran, HR Information Systems • Payroll Updates – Kelly Wright, Payroll

  3. IT Services Tech Training Agenda • Program and how to find more information • What’s new? • How to contact us techtraining.stanford.edu

  4. Tech Training: Program • IT ServicesTechnology Training… • Delivers timely, appropriate, technical and computertraining • Offers programs availableto Stanford faculty, staff, and students • STAP funds apply! techtraining.stanford.edu

  5. Tech Training: Courses • Courses (categories) • Email and Calendaring • Fundamentals of Computing • Content and Document Management • Spreadsheets • Presentations and Publications • Database Management • Web Creation and Development • Project Management Tools • Word Processing • IT Professional Development • IT Security techtraining.stanford.edu

  6. Tech Training: Courses • Course Fees • Lectures $125(Techie Festival – end of August) • Half-day hands-on $195 • Full-day hands-on $325 • Two-day hands-on $525 • But STAP funds apply! techtraining.stanford.edu

  7. Tech Training: Courses • itsupcoming.stanford.edu (sortable list)

  8. Tech Training: Training By Appointment • Training by Appointment (TBA)(one-on-one training) • Customized learning objectives • Session Length Fee • 1.5 hours $295 • 3 hours $525 techtraining.stanford.edu "The instructor covered just what I needed to know. This was a very valuable and beneficial 90 minutes."

  9. Tech Training: Classes on Request • Classes on Request • Courses for intact workgroupsat one of our labs or your department • Special session of one of our regularcoursesor • A customized class to meet your group’s needs • Fees…vary based upon • Number of students • Degree of customization required techtraining.stanford.edu

  10. Tech Training: Online Training • Online Training • webinars.stanford.edu(1 ½ - 2 hr webinars for $60 each) • lynda.stanford.edu (Subscription $300/yr) • Online technology reference books (free) techtraining.stanford.edu

  11. Tech Training: Tech Briefings • Tech Briefings • Friday, 2 – 3:30, Turing Auditorium • Free and open to all • Captioned video on demand • Topics from Winter Quarter • Twitter @ Stanford • Doing More with Stanford Email/Calendar • Google Analytics • Security Update at Stanford • Second Life in Action • More… techtraining.stanford.edu

  12. Tech Training: Facility Rentals • Facility Rentals • 4 Mac / Windows hands-on classrooms • Turing Auditorium (lecture hall) Fee$75/hr min rental is 4 hours Fee$60/hr min rental is 2 hours techtraining.stanford.edu

  13. What’s New? Ad • Click on the ad to see a listing of thecurrent month’s classes • Ads appear at the end ofthe month for upcomingclasses. Watch for them!

  14. What’s New? links directly to STARS • Click to go directly to the STARS activity. • Click within STARS to complete your registration.

  15. What’s New?Classes and Delivery Methods • New classes(examples) • Upgrade Your Computer Literacy • Using Mailman Effectively: Solving Your Email Distribution Problems • Contribute/Drupal: Editing a Site in the Stanford Environment • Creating Print Media with CS5: Illustrator / InDesign / Photoshop • Accomplishing More (workshops / webinars) • Adobe Acrobat for Research Administrators • more… • New deliverymethods • Full-day classes turned into two half-day classes (e.g., Excel Level 1, Part 1 of 2) • Evening offerings • Webinars

  16. Tech Training: Contact Information • Bookmark us!techtraining.stanford.edu • Write us!techtraining @ stanford.edu • Call us! (650) 723-4391 techtraining.stanford.edu

  17. Onboarding @ Stanford Agenda • Program Components • Enrolling in Onboarding @ Stanford Events • Your Help Needed • Orientation Online Completion-Coming Soon

  18. Program Components • Five components: • Stanford New Hire site: http://newhire.stanford.edu • New Staff Orientation • New Staff Campus Exploration Walking Tour (90 minutes) • New Staff Historical Walking Tour (45 minutes) • Staff Resource Fair

  19. Enrolling in Onboarding@ Stanford Events • How to Enroll: • In STARS: • New Staff Orientation: TOD-0100 • New Staff Campus Exploration Walking Tour: TOD-0110 • New Staff Historical Walking Tour: TOD-0102 OR • Send email to: learningdev@stanford.edu OR • Call 723-4635 Please do not tell your new staff to just show up!

  20. Your Help Needed • Ask us for more of the “Welcome to Stanford!” business cards • If the URL to the Stanford New Hire site is not in the offer letter, insert the business card into the envelope. Email us to get more cards: learningdev@stanford.edu • Enroll folks who cannot enroll themselves using • STARS by emailing or calling us • Send us any feedback you get, whether positive or • negative, about the Stanford New Hire site or • Onboarding @ Stanford events

  21. Coming Soon • The three presentations in the current New Staff Orientation will be online in STARS this year • Staff Onboarding: Stanford as Your Employer, the Onboarding Process, and Your Resources • Benefits: Retirement Savings Plans • Benefits: Health and Welfare Plans • Online completion ideal for: • Rehires, especially those within two years • Former students, postdocs who are very familiar with Stanford • Online completion NOT intended for: • New hires with no previous affiliation to Stanford • New hires who will be working off the main campus • Very young hires or international hires who have never signed up for benefits (or signed up in the US) before

  22. Trovix Agenda • Job Rooster • Social Networking • Reminder “Trovix System” Page – OSE Website • Questions

  23. Job Rooster What is Job Rooster? • Job Rooster is a mobile phone platform to help job seekers find a new job! • Stanford University has teamed up with Job Rooster to send you Stanford openings directly to your mobile phone or email! • The Alumni Association introduced Keith Copeland to Nick Ellis, one of the founders of Job Rooster.

  24. Job Rooster Continues Jobs Alert Mobile Option: • You may text stanfordjobs to 27697 and follow the prompts. • Contact OSE if you want your position to appear on a job seekers mobile phone.

  25. Social Networking • OSE can add a “Add This/Share This” icons to your job posting. • We can show you how to Tweet the position or share it on Facebook. • Contact OSE for more information.

  26. “Trovix System” Page – OSE Website • Need a Refresher Course on Disposition Data and Trovix? • Contact me directly at 650-721-1946. • I will come to your office and provide training on disposition data, and how to navigate the Trovix System!

  27. HR PeopleSoft Agenda • Mail Code • Common Error/Warning Messages

  28. Mail Code • Mail Code • Employee updating the Mail Code in Stanfordyou will now feed over to PeopleSoft • Common Error/Warning Messages Guide • Action to Take and How to Prevent the Error Messages • Available on the HR Data website in the Reference Guide section https://www.stanford.edu/dept/dms/hrdata/referenceguides.html Common Error/Warning Messages

  29. Payroll Agenda • W-2 Reminders • STF Review Paycheck • Supplemental Pay Webform Updates • Termination Process Refresher

  30. W-2 Reminders • Monday, April 18 is the federal and state tax filing deadline. • Current and former employees may receive a copy of their 2010 W-2 Form at: www.w2express.com • Login instructions are available from Axess or from Fingate (http://fingate.stanford.edu) • Duplicate copies are available for immediate download or can be imported into most tax preparation software programs. • Duplicate copies are free of charge for the current tax year; $10 for 2009 and earlier tax years.

  31. W-2 Reminders • Form W-2 reports taxable wages, not gross wages. • Box 1 (Federal Wages) and Box 16 (State Wages): • Gross wages less employee pre-tax benefit and parking deductions, and pre-tax retirement contributions. • Box 3 (Social Security Wages): • Gross wages less employee pre-tax benefit and parking deductions. • Social Security wages are capped at $106,800 for 2010. • Box 5 (Medicare Wages): • Gross wages less employee pre-tax benefit and parking deductions. • Additional information on the items reported on the W-2 is available on the back of Form W-2 and from Fingate • http://fingate.stanford.edu/staff/payemployee/w2_statements.html deductions • Totals reported on the W-2 correspond to the year-to-date totals on the 12/15 paycheck.

  32. STF Review Paycheck • In mid-April, STF Gross Pay will be replaced with STF Review Paycheck: • Workforce Administration > Job Information > Review Job Information > STF Review Paycheck • STF Review Paycheck mirrors the paycheck view used by Payroll and more closely matches the employee paycheck. • Use STF Review Paycheck to: • Review earnings on Off-Cycle and Termination checks as soon as the check has been issued by Payroll. • Review detailed employee pay history within PeopleSoft • ReportMart1 Gross Pay Report is still the recommended method for reviewing pay for an entire department, or for data analysis in Excel.

  33. STF Review Paycheck • Sample STF Review Paycheck page

  34. Supplemental Pay Webform: Retro Hours and Overtime Payments • In December, the Supplemental Pay Webform was modified to require entry of hours with an hourly rate for payments of Retro Hours (RTH) and Retro Overtime (RTO). • The change was implemented to increase our compliance with the tracking of work hours and to ensure that leave accruals were being properly granted on retroactive payments. • Tracking of actual work hours for hourly and non-exempt employees is required by law. When retro hours are requested in Supplemental Pay, there must be a corresponding Adjust Paid Time entry in Axess Timecard to record the time in the correct pay period. • Leave accruals for BU employees are based upon hours worked. It is necessary to capture the hours associated with a retroactive payment to ensure that accruals are granted.

  35. Supplemental Pay Webform: Retro Hours and Overtime Payments • When RTH or RTO is entered in the Earnings Code field, the Hours and Hourly Rate fields will become available. • Use the Remarks field to document the pay period(s) for which the payment is being requested. • Use the full applicable hourly rate for the transaction. Enter the hourly rate as appropriate for overtime (1.5x) and double overtime (2x). • Use RTO for differentials due for retroactive hourly rate increases. • The payment total will calculate upon ‘Save’.

  36. Supplemental Pay Webform: Retro Hours and Overtime Payments • When the transaction is loaded, only the hours and hourly rate will load. • The Earnings field is grayed out. Earnings will calculate on the employee’s paycheck.

  37. Supplemental Pay Webform:Paying an Employee from a Different Dept • BEFORE you change the Dept ID in the Paying Dept ID field, take note of the Expert User /HR Contact listed on the Approvers tab. • Add the Expert User from the employee’s home department as an Additional FYI. • The Expert User will be someone from the employee's home department, and is the person responsible for loading the transaction once it is fully approved. • You will not be able to retrieve your Web Form after you submit it or Save As Draft because the employee is not within your own department.  • You may also want to contact the Expert User to let them know it is being routed and that they will need to load the payment on your behalf.

  38. Termination Process Refresher • When an employee terminates from the University, we must provide the employee with a final paycheck and terminate the employee’s job record. • The final paycheck must include all remaining pay due to the employee. This will include: • Salary/hours worked/leave taken during the last pay period of work. • Accumulated unused leave hours (sick leave is not paid out). • Any other payments due in conjunction with the termination. • The employee’s job record must be terminated in PeopleSoft to ensure that: • The employee does not continue to receive pay following the termination date. • The employee receives appropriate notifications regarding Benefits. • Employee headcount is accurately reported for the University.

  39. Termination Process Refresher • Notification of a termination is generally provided to an administrator in the employee’s work unit. • The administrator is responsible for: • Confirming the details of the termination. • Determining the final payments due, including leave payouts. • Requesting the final paycheck and job record termination, by submitting a Termination Webform to Payroll. • Payroll is responsible for: • Verifying the calculations provided on the Termination Webform and producing the final check. • Terminating the employee job record. • Additional communications/arrangements regarding the employee’s termination are generally handled by the employee’s manager and/or HRM.

  40. Termination Process: Getting Started • When you receive notification of a termination, determine the following prior to starting the Termination Webform: • Employee’s last day of work • Last day of work must be a University work day (not a holiday) • Appropriate action/reason code for the termination • Consult with HRM/E&MS/HRG, as appropriate • Planned leave hours for the employee, if any, prior to the termination • Instruct the employee to update his/her timecard in Axess • Partial month vacation accruals due to the employee • Delivery method and date for the final paycheck • Final check can be mailed or held at Tresidder for will call • Final check can be produced prior to the employee’s last day of work

  41. Calculating Partial Month Accruals • Vacation is granted once monthly, following the payroll run for the second pay period of the month. • Any vacation that the employee has earned, but has not yet been granted, must be calculated and included on the final check. • Vacation calculations differ by employee type: • Non-Exempt & Bargaining Unit • Receive vacation based upon regular hours worked and leave hours taken • Exempt • Receive a flat amount monthly, which is prorated by work day if the employee does not work the entire month

  42. Calculating Vacation: NX & BU • Review Axess Timecard to determine the regular hours worked and leave hours taken by the employee for the period during which they have not yet received their vacation grant. • Determine the employee’s accrual rate based upon the STF Service Date in PeopleSoft. * Prorated by FTE

  43. Calculating Vacation: NX & BU • Example: A non-exempt employee with 5 years of service is terminating on May 3rd. You found the following in his timecard: • 160 regular work hours during April • 8 vacation hours taken during April • 16 regular work hours during May • Vacation calculation: 184 hours * .06539 = 12.03 hours

  44. Calculating Vacation: EX • Determine the employee’s accrual rate based upon the STF Service Date in PeopleSoft. • Verify the employee’s FTE in PeopleSoft and prorate the number of monthly hours to be granted accordingly. * Prorated by FTE

  45. Calculating Vacation: EX • Example: An exempt employee with 5 years of service is terminating on May 3rd. She is 100% FTE. • Vacation Calculation: • April: 13.33 hours • May: (13.33 hours divided by 22 work days) * 2 days worked = 1.21 hours • Total = 14.54 hours Note: If the employee were 75% FTE, she would receive 10.90 hours (14.54 hours *.75%)

  46. Vacation Caps • The University is currently in the process of reducing the maximum vacation that an employee can accumulate. • If a terminating employee is above the applicable cap: • Do not calculate a partial month vacation accrual for the employee as s/he is not eligible for vacation accruals while over the cap. • Pay out all of the accumulated vacation balance, including the amount over the current cap.

  47. Termination Payments: Salaried Employees (EX & NX) • On the Termination Webform, enter a payment row for each of following, as appropriate: • SAL: Semi-monthly salary, if the employee was active for the entire pay period • SAL : Work hours and hourly rate for work hours if the employee was active for only a portion of a pay period (Use STP if SAL has already been used to pay the semi-monthly salary) • VCS, SKS, PST and/or BDS: Leave time taken prior to the employee’s last day of work • VPO, PTO, BDO: Unused accumulated leave time to be paid out • SEV: Severance, if the employee has been laid off • STP: Pay in lieu of notice, if the employee has been involuntarily terminated with no notice period (Pay semi-monthly salary)

  48. Termination Payments: Salaried Employees (EX & NX) • Example: A salaried employee is terminating on May 3rd. • SAL $2,100.00 (for April 16 – 30) • STP 16 hours @ $24.230769/hour (for May 2 – 3) • VCS 8 hours @ $24.230769/hour (Vacation day taken April 22) • VPO 154.3 hours @ $24.230769/hour • BDO 8 hours @ $24.230769/hour

  49. Termination Payments: Hourly Employees (BU & Contingent) • On the Termination Webform, enter a payment row for each of following, as appropriate: • 101 : Work hours and hourly rate for work hours (Pay with premium earnings codes if Swing or Owl shift) • VAC, SCK, PTO and/or BTH: Leave time taken prior to the employee’s last day of work • VPO, BTH: Unused accumulated leave time to be paid out (PTO is not paid out for BU employees) • SEV: Severance, if the employee has been laid off • STP: Pay in lieu of notice, if the employee has been involuntarily terminated with no notice period (Pay 80 hours)

  50. Termination Payments: Hourly Employees (BU & Contingent) • Example: A Bargaining Unit employee is terminating on May 3rd. • 101 88 hours @ $26.04/hour (for April 17 – May 3) • VAC 8 hours @ $26.04/hour (Vacation day taken April 16) • VPO 120.8 hours @ $26.04/hour • BTH 8 hours @ $26.04/hour

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