HRMS Users Group 1:30

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HRMS Users Group130 300 pm 6/23/09Clark
Center Auditorium
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Agenda

• Trovix Upgrade Ingrid Hartmann (15)
• Owning Your Career at Stanford Nancy Duncan
  Jeanette Lindsay (10)
• Additional Compensation Colleen Foglesong
  Kelly Wright (20)
• Processing Layoffs Kelly Wright (15)
• PeopleSoft Reminders/Updates Vicky Tran (10)

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Trovix Upgrade

• Trovix Recruitment Manager System
• (Minor) Upgrade Friday, June 26th

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Trovix Upgrade

• Why are we upgrading Trovix?
• Documents Tab
• Routing Tab
• Posting Un-Posting of a Requisition
• Updated EEO Veteran Categories (For the
  Applicant)
• Upcoming OFCCP Mandatory Collection of
  Information
• Reminders

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Trovix Upgrade

• Why are we upgrading?
• Continue to receive Trovix Recruitment Manager
  System support
• Upgrading from version 3.0.1 to 3.0.3
• Upgrade happens on Friday, June 26th at 5pm

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Trovix Documents Tab

• This optional feature is located in the
  candidates record. The following documents can
  be uploaded (discoverable during an audit)
• Reference Checks
• Interview questions
• Writing Samples

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Trovix Routing Tab

• Stanford will not use this feature located in the
  requisition

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Trovix Posting Un-Posting a Requisition

• View posted and un-posted dates via the
  Activity tab
• Click on Type from the dropdown menu and select
  Posting
• Dont forget to add a business reason Note for
  why the posting was removed

9
Trovix Updated EEO Veteran Categories

• Trovix Recruitment Manager System supports the
  new EEO/OFCCP standards with four new categories
• Special Disabled Veteran
• Recently Separated Veteran
• Other Protected Veteran
• Armed Forces Veteran
• Candidates provide this information at the
  beginning of the on-line jobs.stanford.edu
  application process

10
Trovix OFCCP

• Upcoming OFCCP Mandatory Collection of
  Information
• A notification called Coming Soon! Applicant
  Disposition Data Mandatory Collection of
  Information was sent the second week of June to
  Hiring Managers HR via the Trovix system
• To view a copy, please visit the OSE website at
  http//ose.stanford.edu
• In the coming weeks, OSE will send out
  information regarding how to enter disposition
  data into a candidates record. Stay Tuned!!!

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Trovix - Reminders

• Right now, before the upgrade and as an optional
  backup plan, if you have Personal reports
  created in Trovix, please SnagIt save and/or
  print screenshots of all your checked boxes in
  your report
• Please feel free to contact Ingrid Hartmann,
  Applicant Tracking System Specialist at extension
  1-1946 or ihartmann_at_stanford.edu regarding any
  questions pertaining to the upgrade or OFCCP

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• Owning Your Career _at_ Stanford A Roadmap to Your
  Success!
• A Comprehensive Career Management Program Offered
  by the Office of Staff Employment

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Owning your Career _at_ Stanford

• 3 ½ hour Seminar
• Understanding You _at_ Stanford
• Growing You _at_ Stanford
• Branding You _at_ Stanford
• 2 30 minute OneonOne Sessions with an OSE
  Staffing Consultant on career topics of your
  choice
• Semi-Monthly Brown Bag Lunch Meetings

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Owning your Career _at_ Stanford

• Overall Program Theme
• You are the Driver of Your Career

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Owning Your Career _at_ Stanford

• Seminar
• 3 ½ hour Seminar in which we explore answers to
  the following questions
• What energizes me and how can I best use my
  skills talents?
• What is Stanfords Career Lattice?
• How do I navigate my career at Stanford?
• What tips/techniques are a must for resumes and
  interviewing?
• What are the latest technologies for networking?

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Owning Your Career _at_ Stanford

• Dates Thursday, June 25th, July 9th, July 30th
• Time 830 Noon
• Location 427 Arguello Classrooms and Computer
  Labs, Room 105
• Additional Dates in STARS (Course OSE-1140)
• STAP Eligible 245
• Includes those being laid off but are still on
  payroll

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Owning Your Career _at_ Stanford

• For more information contact
• Jeanette Lindsay, 723-4075, lindsay2_at_stanford.edu
• Nancy Duncan, 721-2289, nduncan_at_stanford.edu

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• Administering Additional Compensation
• for
• Regular Staff Employees

HUG Meeting Payroll June 23,
2009 University Compensation
Stanford University Confidential Do
Not Reproduce
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Additional Comp - Background

• Full-time exempt and academic staff as well as
  full-time non-exempt non-bargaining unit staff
  have received pay for additional work
• Within and outside of the boundaries of their
  regular responsibilities
• Within and outside of their department
• A range of earn codes and practices have been
  used to process pay.
• Presenting issues
• Current policy guidelines
• Not aligned with the range of issues that have
  surfaced to date
• Do not fully provide guidance as to when it is
  appropriate to consider additional compensation
• Current administration of additional
  compensation
• Inconsistent across the University
• Inconsistent with wage and hour regulations and
  the retirement plan

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Additional Comp Principles in Current Policy
Guidelines

• Administrative Guide Memo 22.4 Compensation of
  Staff Employees (applicable to regular staff
  exempt and non-exempt non-bargaining unit
  employees, and Academic Staff-Librarian
  employees)
• Staff employees are expected to share their
  skills and experience with the University
  community and, in the spirit of collegiality, to
  serve as a resource for departments outside their
  own.
• Administrative Guide Memo 15.2 Staff Policy on
  Conflict of Commitment and Interest
• Staff should recognize the potential conflict of
  commitment created when opportunities for
  compensation occur within the University, but
  outside their home department.

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Additional Comp Policy Revisions Payment
Guidance

• Additional Work Performed by Full-Time Exempt
  Employees
• Requests to perform additional work by another
  department, whether related or unrelated to the
  employees current responsibilities, require
  prior approval by the employees current
  supervisor and that departments human resources
  manager. (Guide Memo 22.4, Section 5a)
• Payment Arrangements
• Exempt staff are not eligible for additional
  compensation for work within boundaries of
  regular responsibilities.

These policies apply to full-time staff
employees. Employees with part-time assignments
continue to be able to apply for additional jobs
and be compensated as appropriate for each
assignment up to 100 FTE.
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Additional Compensation Guidelines for Work
Within Boundaries of Regular Responsibilities

• Compensation Resources Guide, Section 5
  Additional Compensation (previously Supplemental
  Compensation)
• Eligibility/Approval Work within the boundaries
  of the employees regular responsibilities, as
  determined by the employees supervisor, is not
  eligible for additional compensation whether the
  work is performed within or outside the
  employees School/VP area. Prior approval by
  employees current supervisor and HRM is
  required.
• Duration Typically infrequent, may or may not
  occur during core business hours and/or normal
  work schedule.
• Pay Arrangements
• Exempt Staff Other department pays portion of
  the salary
• Non-Exempt Staff Record all work hours,
  including those for work by a second department,
  in Axess Timecard.
• A form of non-monetary recognition may also be
  considered.

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Additional Compensation Guidelines for Work
Outside Boundaries of Regular Responsibilities

• Compensation Resources Guide, Section 5
  Additional Compensation (previously Supplemental
  Compensation)
• Eligibility/Approval Work outside the
  boundaries of the employees regular
  responsibilities, as determined by the employees
  supervisor, which the university would need to
  otherwise hire other resources, is eligible for
  additional pay if ALL of the following criteria
  are met
• Occurs on a one-time or infrequent basis, and
• Requires a significant amount of time in excess
  of the normal work schedule, and
• Employee receives prior written approval from
  supervisor in advance of the work being
  performed, and
• Employee has completed the trial period and/or
  the employees performance in the current job is
  satisfactory.

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Additional Compensation Guidelines for Work
Within Boundaries of Regular Responsibilities

• Pay Arrangements
• Exempt Staff Amount to be set by the supervisor
  of the unit where the work is performed, taking
  into consideration internal pay relationships and
  market. Use earn code HNR (Honorarium).
• Compensation may not exceed 5 of full-time base
  salary or 5,000, whichever is greater, during
  one fiscal year.
• Non-Exempt Staff Amount based on current rate
  of pay. Record all work hours, including those
  for work by a second department, in Axess
  Timecard.

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Additional Comp Policy Revisions Payment
Guidance

• Temporary Compensation for Work in a Higher
  Classification
• Temporary additional compensation may be
  appropriate when an employee temporarily fills a
  position at a job level with a higher pay range
  maximum than his/her own for two or more months,
  but typically no longer than 6 consecutive
  months. The employee retains his/her
  classification during the temporary assignment.
  In addition, non-exempt employees remain
  non-exempt during the temporary assignment and
  receive overtime premiums for hours worked in
  excess of the overtime threshold. (Guide Memo
  22.4, Section 8)
• Payment Arrangements
• Exempt and Non-Exempt Staff Additional
  compensation is appropriate, typically 5-10.
  (Staff Compensation Resource Guide, Section 5).
  Use new earn code TAR (Temporary Acting Role).
  Do not use SUP or BON.

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Additional Comp Earn Code Prescribed Usage

• Consistent usage of earn codes is required to
• Comply with Federal and State wage laws
• Comply with benefit program requirements
• Create an equitable pay environment for all of
  our employees
• Upcoming Changes
• Prescribed Earn Code usage document will be
  introduced in August
• Draft of this document distributed today
• Supplemental Pay Webform will be modified to
  support changes discussed today
• Supplemental Pay entries will be audited for
  compliance with prescribed usage beginning in
  September
• Next Steps
• Begin moving additional pay to correct earn codes
  immediately
• Work with your HRM if you are aware of pay
  situations that are not covered by the draft
  Prescribed Earn Code usage document

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Additional Comp Supplemental Pay Webform Updates

• The earn code selection list on the Supplemental
  Pay Webform will be updated in July.
• Earn Codes Added
• TAR Temporary Acting Role
• OTH Other Compensation
• QSP Quarterly Intern Payment
• Earn Codes Removed
• 1TP One Time Payment
• STP One Time Salary Payment
• Refer to the draft Prescribed Usage document for
  details of use of each earn code. If you have a
  situation that is not listed, please consult with
  your HRM and obtain guidance from ELR before
  proceeding with payment.

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Additional Comp Supplemental Pay Webform Updates

• Commonly used Earn Codes on Supplemental Pay
  Webform
• Earn Codes for Staff
• HNR Honorarium (for Faculty and Exempt Staff
  ONLY)
• RTH Retroactive Hours
• RTS Retroactive Salary
• RTO Retroactive Overtime
• TAR Temporary Acting Role
• OTH Other Compensation
• QSP Quarterly Intern Payment
• Earn Codes for Faculty Only
• SUP Supplemental Pay

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Processing Layoffs Revoking Authority

• Revoking Axess Timecard Authority
• Time Leave Administrator
• Revoke authority in Authority Manager
• Time Leave Supervisor
• Update Reports To/STF Reports To information in
  PeopleSoft for the employees former direct
  reports
• Revoking Other Authority
• View active authority in Authority Manager
• Click Revoke to revoke authority
• If you do not have sufficient authority to revoke
  a privilege, please send an email to the person
  who granted the authority
• Auto-Revoke of Authority
• Terminal Vacation action will automatically
  revoke authority
• Revoke authority as soon as possible do not
  wait for auto-revoke

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Processing Layoffs Axess Timecard

• Axess Timecard Entries
• Notice Period
• PeopleSoft Employment Update Leave the job
  record active
• Timecard Entries Leave the timecard blank
• Accruals Normal vacation and sick grants
• Terminal Vacation
• PeopleSoft Leave Of Absence Paid Leave/Terminal
  Vacation
• Timecard Entries Use Terminal Leave codes,
  Remove Holidays
• Accruals Accruals stop
• Note DLS does not load terminal vacation web
  forms or process timecards for employees using
  Terminal vacation
• Mid-Pay Period Status Change
• Select Range of Dates on the Timecard
• Terminal Leave codes are only available for dates
  after the Terminal Vacation action is entered in
  PeopleSoft

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Processing Layoffs Requesting a Final Paycheck

• Termination Webform
• 30 Day Lump Sum Payment
• Use Earn Code STP or 1TP
• Tax Deductions
• Severance, 30 day lump sum payment and final
  paycheck are taxed separately
• The supplemental tax rate (25 for federal, 6
  for state) is used for all payments in excess of
  5,000
• Benefit Deductions
• Continuation of Healthcare Spending Account
  Election Form must be submitted to Payroll prior
  to requesting the final paycheck
• Normal retirement deductions and employer
  matching are applied to regular salary, leave,
  leave payouts, and 30 day lump sum payment.
  Severance is not eligible for retirement
  deductions.
• Normal benefit deductions for coverage through
  the end of the month of termination are taken

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Processing Layoffs Requesting a Final Paycheck

• Layoff to Retirement
• Confirm with the Benefits department if laid off
  employees are retiree eligible
• If they are retiree eligible, use Reason
  Code-Layoff to Retirement (LRT)
• If they are not retiree eligible, use Reason
  Code-Layoff (LAY)
• Position Management
• Once the final check has been cut, the position
  number for laid off employees should be
  inactivated in Add/Update Position Info

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Authority Manager Automatic Authority Updates

• Changes were made to Authority Manager that
  automatically revoke an individual's authority
  when there is a change to their University or
  department affiliation.
• Authority is automatically revoked when
• Someone has two or more jobs in PeopleSoft and
  their status changes for one of their jobs
• Individuals are placed on a leave in PeopleSoft
  and again when they return from leave (e.g.,
  maternity or medical leave)
• To restore previous authority
• Select Recently Revoked Authority when viewing
  the employees record in Authority Manager
• Click Refresh then Restore All to restore
  authority
• For more information please see the Authority
  Manager FAQs at http//www.stanford.edu/dept/as/
  mais/applications/authority

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Payroll Updates I-9 Reminders

• Verify completeness of the I-9 Form
• Check Signatures and Dates
• Employee must sign and date Section 1
• Administrator must sign and date Section 2
• Check Hire Date
• Enter the employees hire date in the
  Certification Section
• Record Documents Submitted
• Complete Section 2 for each document submitted by
  the employee
• Use the 2/2/09 Version of the I-9 Form
• Always use the most current version of the I-9
  Form
• The current version of the form lists an
  expiration date of 6/30/09. this will likely be
  extended
• Complete the I-9 Form within 3 Business Days of
  Hire
• Forms completed after 3 days are a form violation

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Payroll Updates I-9 Compliance Specialist

• New I-9 Compliance Specialist
• Amanda Hoffmann
• amandah1_at_stanford.edu
• 650-736-9772
• Contact for any type of assistance with obtaining
  correct I-9 documentation
• Periodic visits to the Campus Customer Service
  Counter at the Cashiers Office will be scheduled
  for in-person help with I-9 questions
• Email announcement in advance of scheduled visits

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Payroll Updates Open Lab Reminder

• Axess Timecard Open Lab
• Every Friday
• 9am Noon
• Arguello Labs (427 Arguello Way)
• Staff expert in PeopleSoft HRMS, GFS, and Oracle
  are also generally available at the Open Lab

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PeopleSoft v9 Reminders/Updates

• Reports To vs. STF Reports To
• Reports To Faculty/Staff (benefits eligible
  positions)
• Update directly in Position Management via new
  row insertion
• If Update Incumbents check box is selected, a new
  row will feed over to the employees Job Data
  record
• Reports To information is located under the Job
  Information tab (not STF Remarks tab)
• DO NOT use shared position numbers (i.e.,
  00009150, 00008945)

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PeopleSoft v9 Reminders/Updates

• STF Reports To Contingent Employees (Temporary,
  Casual, Students -- shared positions)
• Update directly in Job Data via new row insertion
• DO NOT use shared position numbers (i.e.
  00009150, 00008945)
• DO NOT use this field for Faculty and Staff

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PeopleSoft v9 Reminders/Updates

• Expected Job End Date
• Located in Job Data gt Work Location tab
• DO NOT use this field
• Stanford is not using it, does not support it,
  and it is not a reportable field
• Incorrectly updating this field will cause
  unwanted results and will delay the turn-around
  time for transactions

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PeopleSoft v9 Reminders/Updates

• Standard Hours in Position Management vs. Job
  Data
• Employees Job Data Standard Hours have been
  approved and should be different than Position
  Management
• If a new Position Management row has fed over to
  the employees Job Data record and Standard Hours
  was not intended to change, you must process an
  Employment Update web form to update the
  employees Standard Hours
• Job Data gt Salary Plan tab
• DO NOT change or update the Salary Administration
  Plan and/or Grade field
• Doing so will result in unwanted changes, cause
  sever data integrity issues, and affect reporting
  validity
• Authority Manager Access Unexpectedly Revoked?
• DO NOT process a Leave of Absence (LOA) or
  Release a Job Record until the employees actual
  last day at work or in the former department
• Processing a LOA and/or Release a Job Record
  transaction in advance will cause an employees
  access to be revoked on the day of the
  transaction creation date
• PeopleSoft Authority is currently not looking at
  Effective Date on Department Changes or LOA

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• Questions?
• Thank you and have a great summer!!