February 15, HUG Agenda

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February 15, HUG Agenda

• PeopleSoft and Paid "J" Visa Holders (John
  Pearson, 20)
• Trovix (Carmen Jacinto, 15)
• Benefits Helpsu (Reggie Johnson, 15)
• "Learn from Anywhere (Bob Colmenares, Jackie
  Buttice, 15)
• New Supplemental Pay Earning Codes (Shawna Blunt,
  5)
• Odd Ends (Shawna Blunt, 5)

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Trovix

• Office of Staff Employment

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Trovix Training

• OSE offers Training. You may sign up via STARS or
  your Recruiter. See the TOG as well.
• Training is delivered via two hands-on modules.
  The first is for Hiring Managers, the second is
  for HRA/HRMs.
• HRA/HRM training is more technical, therefore the
  Hiring Manager course is required.
• TIP see ose.stanford.edu for FAQs and previews

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Trovix Reports

• Trovix Reports Classes offered Q2 2007
• Until then, please make an appointment with your
  recruiter regarding reports

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Trovix Candidate Notes
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TIP Refresh a job posting

• Go to the Post tab.
• Save as Do not Post.
• Save as Post if Open.
• Preview external job.
• Add a note, Refreshed the job posting.

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Applicant Rejection Letters

• On select positions and on a limited basis, OSE
  will send out Applicant Rejection Letters
• OSE requires information about who was
  interviewed and who was hired.
• The next Trovix version 2.5.5 will enable mass
  communication to applicant pools.

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Office of Staff Employment

• ose.stanford.edu or 650-723-1888
• Talent Acquisition Services Guide
• Level 1 - Basic Services
• Level 2 - Basic Plus Services
• Level 3 - Comprehensive Services
• TIP Listen to the TOD podcast about recruitment

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BenBin Request (Helpsu) form for HRMs, HRAs,
and FAOs
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BenBin

• BenBin?
• Virtual Tour
• Complete a BenBin
• Wrap up

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BenBin (cont)

• BenBin is your Helpsu form to submit
• benefits inquiries
• ? Email confirmation with case number
• ? Response time 24-48 hours
• No need to submit emails (or place calls) to
  Reggie
• Users
• ? HR Managers
• ? HR Administrators
• ? Faculty Affairs Officers
• ? Not employees!!
• Available Now

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BenBin (cont)

• HR Intranet
• ? Click HR Manager Tool kit
• ? Click BenBin Request Form

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BenBin (cont)
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BenBin (cont)

• Other options
• ? Save Url
• https//remedy-pre.stanford.edu/cgi-bin/helpsu2?pc
  atbenefitsu
• ? Save Helpsu form as your favorite
• ? Helpsu homepage
• - Request Category Central Office Issue
• - Request Type BenBin

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BenBin (cont)

• Tell us about yourself
• ? Your name
• ? Your contact information
• Tell us about your request
• ? Request Category Central Office
• ? Request Type BenBin
• ? Request Description
• ? Employee Name
• ? Employee SU ID
• ? Employee Phone
• ? Details of issue
• ? Special callback instructions
• ? Cut/paste email history
• ? Click Submit Help Request

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BenBin (cont)
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How Employees contact BenefitSU

• Health and Life
• By phone
• 877-905-2985 (option 9)
• 7am-5pm (PST)
• Online
• Click Contact Benefits button
• Click Health Life link to submit a question
  online
• Retirement Plan (SRAP, TDA, SCRP)
• By Phone
• 877-905-2985
• press 2 for TDA and SCRP
• press 3 for SRAP
• Online
• Click Contact Benefits button
• Click Click here link to submit a question
  online

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BenBin (cont)

• ? For HRM, HRA, and FAO use only
• ? Link to BenBin form is located on HR
  Intranet
• ? https//remedy-pre.stanford.edu/cgi-bin/helpsu2
  ?pcatbenefitsu
• ? Save BenBin as your favorite to access at your
  convenience
• ? Provide pertinent data (employee name,
  university ID number, details)
• ? Additional assistance call Reggie 3-9393
• ? Questions???

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Learn From Anywhere Initiative

• Bob Colmenares
• Director, Training and Organization Development
• Jackie Buttice
• Multi Media Specialist

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AgendaLearn from Anywhere Presentation

• Techie Talk Quiz
• Whats this stuff all about?
• Learn from Anywhere Tools

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(No Transcript)
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Techie Talk Quiz

• Internet
• Amazon.com
• Blackberry
• Google
• Expedia
• Cell phone
• OpDop

• Podcast
• RSS Feed
• Digital Paper
• IM
• Photonic Computing
• IPTV
• WiMAX

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Whats this stuff all about?
What is it really

• Size
• Storage
• Mobility
• Access

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Communication On-the-Go
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• Info on-demand and on-the-go
• Work/life balance
• GUP

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What is it you seek from the Mainframe of OZ?

• Todays students
• Tomorrows workers
• Duke University
• Capital One
• eMarketer

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• People first
• Fingertip knowledge
• On-demand info.
• On-the-go info. access

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Learn from Anywhere Tools

• Online Training from TOD
• Timely Tips Podcasts http//communityitunes.stan
  ford.edu
• Communication delivered via Breeze from HR
  website
• Live meetings conducted via Webex
• Digital Technology classes available now
• Live webinars delivered to your desktop (coming
  soon)

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New Earn Codes

• RTS Retroactive Salary
• Used to pay salary owed from a previous pay
  period due to late approval of salary or a
  retroactive pay increase
• Enter the amount of retroactive salary due
• RTH Retroactive Hours
• Used to pay hours reported late for hourly
  employees
• Enter the amount of pay due
• Multiply hours by the appropriate rate of pay
• Hours must also be recorded as an historical edit
  in Kronos to maintain a full record of hours
  worked

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New Earn Codes (Cont)

• RTO Retroactive Overtime
• Used to pay overtime hours reported late for
  hourly and non-exempt employees
• Enter the amount of overtime pay due
• Multiply overtime hours by the appropriate
  premium rate
• Hours must also be recorded as an historical edit
  in Kronos to maintain a full record of hours
  worked

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New Earn Codes (Cont)

• New Earn Codes are available now in the
  Supplemental Pay Webform
• Earn Codes replace STP and 1TP
• STP and 1TP will be inactivated at the end of
  this fiscal year
• Earn Codes also replace paper timesheets for
  retroactive hours
• Enter hours in Kronos as an historical edit and
  pay as RTH and/or RTO

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New Earn Codes (Cont)

• Continue to submit pay reductions on a paper One
  Time Payment form
• Updated list of all Earn Codes available at
• http//co.stanford.edu/payroll_manual/

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Kronos Java Update

• Windows users must install a new version of Java
  before using Kronos to enter hours for the 2/15
  pay period
• No action is required for Mac users
• Download instructions available from
• Axess Employee Info tab
• http//co.stanford.edu/payroll_manual/kronos/emplo
  yeeinfo.html
• Bigfix Client (application used by most campus
  desktop support)

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Kronos Java Update (cont)

• Java update is necessary to address a security
  alert with the previous version of Java, JRE
  1.4.2_06, used to run Kronos
• Also patches Kronos/Java for the change in
  daylight savings time
• Periodic Java updates ( once/year) will be
  necessary to keep Kronos secure and up-to-date

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Questions?

• Please submit a HelpSU ticket
• Kronos
• Request Category Administrative Applications
• Request Type Kronos
• Payroll
• Request Category Central Offices
• Request Type Payroll

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Odds Ends

• When a Temp, Casual or Student employee is being
  hired into a regular benefits eligible position
• First do a TERMINATION action on the Temp,
  Casual, or Student position and then process a
  REHIRE action
• Do not forget to update the STF Service Date in
  Personal Data in order for Kronos to accrue
  vacation properly

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Odds Ends (cont)

• Updated Supplemental Pay Job Aid is available at
  https//hrweb.stanford.edu/hrms/jobaid/WFJobAid20
  Supp_Payf.doc
• Due to the increase in the California minimum
  wage from 6.75 to 7.50 as of 01/01/2007, the
  Minimum Exempt Salary Report (HR025) has been
  updated to identify employees in exempt jobs who
  currently earn less than 2,600 per month,
  regardless of hours worked. This report can be
  found in HR, Payroll, Benefits Systems in both
  the Job Information and HR Audit Reports
  Categories.

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Odds Ends (cont)

• Auto Terms
• Student records are only auto termed if there is
  no pay from ANY department for 6 pay periods
• At normal school breaks, please submit a
  termination spreadsheet for any student not
  returning to your department the next quarter
• Temp/Casual records are only auto termed if there
  is no pay from ANY department for 3 pay periods
• Please submit a termination spreadsheet (or
  webform) at the end of the work assignment