stanford university overview human resources business process and policy training human resources...
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STANFORD
UNIVERSITY
Overview Human Resources Business Process
and Policy Training
Human Resources Data Services
revised 07/09 1
Topics
About this Training
HR at Stanford
Stanford’s HRMS*
PeopleSoft HR
Getting Help
*Human Resources Management Systems
revised 07/09 2
About this Training
Scope and Structure
Goals
Future Hopes
revised 07/09 3
Scope and Structure
Materials follow general employee life cycle– Hiring– Leaves– Job Actions– Terminations
Does not include faculty: contact Faculty Affairs, Lynn Dixon, [email protected], for faculty training
Focus is mostly on Stanford HR polices and practices relating to HRMS Systems– Rely on your HRM and other resources for
additional information and training
revised 07/09 4
Goals What we hope to accomplish:
– Clarify approach, expectations– Articulate sometimes ambiguous processes– Develop common language– Identify consequences of missing or erroneous
information– Help you understand interdependencies with PS
HRMS and many other systems– Provide the “big picture” for processes so complete
process is known, not just steps in system• The system is your tool, used to complete a business
goal– The materials you use for training now are your
references later
revised 07/09 5
Future Hopes We work towards the following:
– That our documentation of business processes and associated system job aids are exceptionally clear
– That HR Administration at Stanford becomes a model among peer institutions
– That state and federal regulatory agencies and international granting agencies consider our reporting to be highly accurate
– That those processing HR transactions do not hesitate to ask for help, understanding that many situations are extremely complex
revised 07/09 6
HR at StanfordHR Mission
Structure
Policies
Stanford’s Diverse Workforce
Confidentiality
Compliance
Exempts/Non-Exempts, Salaried/Hourly
Temps and Casuals
revised 07/09 7
HR Mission Statement
revised 07/09 8
Human Resources at Stanford supports the University’s mission of excellence in teaching and research through strategic, innovative and flexible policies, practices, programs and services that are:
-Fair, ethical and legally compliant;
-Foster a productive work environment where people feel valued;
-Attract, develop, reward and retain a diverse and talented workforce; andare
-Efficient, cost-effective and add value
Structure of HR
Employee & Management Services Organization Chart at http://elr.stanford.edu/who.html reflects differences between administrative and academic areas
Schools and VP areas, and local units, can apply specifics of policies differently, due to diverse types of employees and operational needs
List of Human Resources Managers (HRMs) & Human Resources Administrators (HRAs) at http://hrweb.stanford.edu/
Central HR units listed at http://hrweb.stanford.edu/hrdirectory.html
revised 07/09 9
Policies
The Administrative Guide is a reference manual of University administrative policies– Chapter 2 contains personnel policies– Online at
http://adminguide.stanford.edu/ch2contents.html– Available 24/7– It is your responsibility to be familiar with these
personnel policies
Other University-wide policies can be found at http://www.stanford.edu/home/administration/policy.html
revised 07/09 10
Stanford’s Diverse Workforce One of the factors that makes HR at Stanford
complex is the diversity of its workforce
Different federal and state laws, University policies and benefits may apply, based on the employee’s type
Because of this, you must use the correct codes in PeopleSoft HRMS
Talk to your HRM to learn what type of employees work in your area
Become familiar with Administrative Guide Memo 23.1, Definitions, http://adminguide.stanford.edu/23_1.pdf, for all the different types of employees in your area
revised 07/09 11
Stanford’s Diverse Workforce Professoriate
– See the Faculty Handbook, http://facultyhandbook.stanford.edu/
– If you have faculty in your area, contact Faculty Affairs for training; this training does not cover faculty
Non-academic Regular staff employees are eligible for benefits
Contingents are not eligible for benefits– Students have a limit on the number of hours they can work
each week– Temps & Casuals
Bargaining Unit employees are governed by a contract– United Stanford Workers’ contract can be found at
http://hrweb.stanford.edu/information/usw.html– Deputy Sheriffs Association
Academic Staff– Other Teaching Titles, Research, Librarian
Research: if you have employees who do research in your unit, review the Research Policy Handbook at http://www.stanford.edu/dept/DoR/rph/revised 07/09 12
Confidentiality
Review– Personnel Files and Data, Administrative Guide
Memo 22.2 (http://adminguide.stanford.edu/22_2.pdf)
– Privacy of Health Information (HIPAA), Administrative Guide Memo 23.10 (http://adminguide.stanford.edu/23_10.pdf)
Tips– Lock your screen when you step away for a moment– Shred confidential materials you no longer need– Pick up materials at printers and faxes promptly– Don’t talk about HR matters in hallways, bathrooms,
or restaurants
revised 07/09 13
Compliance The University does Compliance Reporting for
– University Board of Trustees and Administrative Officers: basis for decision making
– State and federal government: shows we comply with laws and regulations
– Granting agencies: regulatory as well as granting stipulations compliance
revised 07/09 14
Exempts and Non-Exempts
Exempt– Employees may be exempt from the overtime pay and
record-keeping requirements when they occupy bona fide professional, managerial, or executive positions.
– At Stanford "exempt“ positions normally are executive officers, faculty, academic staff, other teaching staff, and certain professional, administrative, and executive staff.
– "Exempt" status is determined by the Executive Director of Human Resources, in accordance with provisions of the Fair Labor Standards Act (FLSA) and regulations of the U.S. Department of Labor
Nonexempt – Employees who are not "exempt" under federal and
state overtime regulations. – Must receive compensation for overtime work
revised 07/09 15
Salaried and Hourly
Salaried – Compensation established by the month with the
amount remaining the same each month without regard to the variations from month to month in the normal number of working hours.
Hourly– Compensation established on an hourly basis, so
that pay varies with the actual number of hours worked (or on paid leave) in each pay period
See Administrative Guide Memo 23.1, Definitions, http://adminguide.stanford.edu/23_1.pdf, for more information
revised 07/09 16
Temps and Casuals Temporary and casual workers are referred to as
“contingent” workers, are not benefits-eligible and no requisition is required to hire them.– Temps are appointed for up to six consecutive months at
any percentage of time. If duties are technical, maintenance, or service duties, appointment is for up to four consecutive months at any percentage of time.
– Casuals are appointed at less than half-time for up to six consecutive months or longer. If duties are technical, maintenance, or service duties, appointment may be less than half time for four consecutive months or longer.
Records must be maintained for temps and casuals as vigilantly as they are for regular employees
revised 07/09 17
Stanford’s HRMS
HRMS SystemsPS HR Manage Positions RolePS HR Expert UserAxess TimecardLabor DistributionPayroll ProcessReportMart1STARS (Stanford Training and Registration Systems)
revised 07/09 18
HRMS Systems PeopleSoft HRMS
PeopleSoft Payroll
Axess Timecard
ReportMart1 HR
STARS
Working Partners– Payroll Department in Controller’s Office– Disability & Leave Services (DLS) handles certain
disability-related leaves– Labor Distribution in Oracle Financials– PeopleSoft Student Administration (not covered in
this training)revised 07/09 19
PS HR Manage Positions Role Position records are managed independently of
employee job records
The Manage Positions role oversees the creation and maintenance of position records– Create a new position – Update a position – Reclassify a staff position– View position summary data – Careful consideration must be made to determine if a
needed transaction requires the position record to be updated, or the employee job record to be updated, or both
Ask your HRM who has the Manage Positions role in your area
revised 07/09 20
Manage Positions Role Here are two examples of possible changes to
records: – 1. The manager of John Doe realizes he has a need to
increase the FTE on a position. The position is currently half-time (.50 FTE). He arranges the approvals necessary to increase the position FTE to 100% (1.0 FTE). [FTE = Full Time Equivalent]
• This case calls for a change to the position record to increase the FTE, but does not necessarily mean a change to the employee's job record. However, a review of the employee's job record is recommended.
• Refer to Update a Position job aid– 2. An employee works 40 standard hours per week and
talks to her manager about temporarily reducing her standard hours to 20 in order to handle some personal business. The change is approved.
• The position record is not changed, as the approved FTE remains in place. However, the employee's job record must be updated to reflect a decrease in standard hours as well as compensation.
• Refer to Employment Update job aidrevised 07/09 21
PS HR Expert User
Expert Users role are responsible for the creation and maintenance of employee job records, overseeing the hiring process and ongoing management of changes to employee status, including leaves, terminations, pay changes, etc– Responsible for loading the HR transactions
Importance of Employee Job Records– PeopleSoft HRMS is the system of record for
personnel data• It is the University’s official data repository for
inquiries and reporting– Key areas of compliance are related to job records:
hires, rehires, leaves, terminations, job changes– Having accurate employee records means having
accurate pay and benefits and increases employee trust in their employer
revised 07/09 22
Expert Users
Use HR Data Services site for job aids, reference guides, training, etc. – http://hrdata/index.html
Attend HRMS Users’ Groups (HUG)– Quarterly meetings– Schedule, slides and handouts posted on HR Data
Services website (link above)
Read the HR Newsletters for updates– Archived on the main HR website
http://hrweb.stanford.edu/
revised 07/09 23
Axess Timecard
Axess Timecard is Stanford’s Time and Leave Reporting System
Roles– Employee
• Enter time and leave via the web– Supervisor/Manager
• Perform online approval– Time and Leave Administrator (TLA)
• Enter Schedules and Edit Time Cards• Verify completion of time records each pay period• Verify that time reported and leave taken are paid
consistently with University policy• Maintain accurate and timely leave records• Perform Historical Edits, if applicable
revised 07/09 24
Labor Distribution Labor Distribution is an application within Oracle
Financials used to distribute payroll earnings paid by the PeopleSoft Payroll system
Labor Schedules define how payroll earnings are distributed for a given employee's assignment(s), identifying what percentage of the employee's time is devoted to each of his or her assignments and which PTA's (Project, Task, Award) will pay for them
How Labor Distribution Interacts with PeopleSoft HR– PeopleSoft is the system of record for Human Resources.
Employees and jobs are set up in PeopleSoft; this information is then loaded from PeopleSoft into Oracle. "Jobs" in PeopleSoft become "Assignments" in Oracle. Labor Schedules are then "attached" to employees' assignments in Oracle
– PeopleSoft generates the payroll. The payroll information is then sent to Oracle to be distributed by Labor Distribution to the appropriate PTAs within Grants Accounting in Oracle Financialsrevised 07/09 25
Payroll Process Stanford pay periods are the
– 1st to 15th and 16th to last day of month
Takes special coordination and data feeds between– PeopleSoft HR module – PeopleSoft Payroll module – Axess Timecard– Labor Distribution– And other systems
Review Payroll deadlines calendarhttp://financialgateway.stanford.edu/staff/payadmin/res_jobaid.html– You must abide by the transaction deadlines to make all the
processes run correctly– You are “locked out” of PS before each period so system
interfaces can run
Employment Verification– http://financialgateway.stanford.edu/staff/payemployee/
emp_verification.html
revised 07/09 26
Payroll Process
The Payroll Process
PeopleSoft HR
Employee recordentered in PeopleSoft(HR data and salary)
Manage HR Records
Axess Timecard
Time and Leave takenverified and signed off
each pay period
Time & Leave Administrator
Oracle Labor Distribution
Account information entered in employee
record
Labor Scheduler
Axess Timecard
Account information for all hourly staff
verified and signed off each pay period
Time & Leave Administrator
Pay Check
Expenditure Statements
=
=
Sends data to Axess Timecard and Oracle Labor Distribution tocreate record for new
employee
Sends an account number to Axess Timecard
Sends time and leave data to PeopleSoft
each pay period
Sends account information to Oracle Labor Distribution via
PeopleSoft
revised 07/09 27
ReportMart1-HR Reporting Tool
A web-based system used to access distributed administrative reports, including HR reports, based on information in PeopleSoft HRMS
Access summary and list information which can then be displayed on the screen, output to Excel or printed in a variety of formats
ReportMart1 is available at https://reportmart1.stanford.edu
revised 07/09 28
STARS
STARS (Stanford Training and Registration System) is a web application enabling faculty, staff, and visitors to find and register for training
Provides management with a centralized University-wide tracking tool for compliance and training administration
Accessible by anyone with a SUNet ID
Go to axess.stanford.edu to use STARS
Check STAP balances for Staff members
revised 07/09 29
PeopleSoft HR
Web Forms Users/Workflow
Effective Dates
History
Action/Reason Codes
Finding the Right Record: Search Match & RegAdmin
Other Critical Fields
revised 07/09 30
Web Forms Users/Workflow A Web Form is a request for a PeopleSoft HR
transaction Originators enter transaction data into
PeopleSoft and identify the approvers– In the Workflow Home, they have the power to
recall a transaction while it is pending approval
Approvers may approve or return a transaction from the Workflow Home
FYI recipients receive an email notification that a transaction has occurred
Expert Users load and save the Web Forms– Ability to make changes to the Web Forms
revised 07/09 31
Purpose of Web Forms
Provide an audit record for HR transactions such as hires, promotions, salary changes, leaves, and terminations
Use web-enabled forms with flexibility to meet local needs and support decentralized HR decisions in diverse organizations
Promote self-service by providing easy to use forms that do not require extensive knowledge of PeopleSoft
The Web Form Originator is the first point in making sure the data is entered correctly
The HR Approver reviews the information at the time of approval
The Expert User is the final quality check before the transaction becomes a part of the official HR record
revised 07/09 32
List of Web Forms
revised 07/09 33
Hire Hire Rehire Transfer from a different
department Add Employment Instance Temp, Casual, Student hire
Employment Update
Loads data to the Job Data Component for:
Pay Rate Change Change of Position Number (for
promotions, etc.)
Termination Termination Retirement
. Supplemental Pay Requests Supplemental Pay Bonus Retro pay
Leave of Absence Leave of Absence (Paid) Leave of Absence (Unpaid) Return from Leave
Off Cycle Check Request pay via special check
(not paid on normal pay cycle)
Effective Dates Every transaction entered in PeopleSoft HRMS
will have an Effective Date
The action becomes effective starting with the date you enter in the Effective Date field– Example: A leave action with an effective date of 06/30/yy
means the leave begins on 06/30/yy. If you want the leave to begin on 07/01/yy, enter that as the Effective Date on the record
– Example: If the employees’ last day at work is 7/31/yy, the Effective Date will be 08/01/yy
Ask yourself: What is the first day that the employee is to be on this status?
The Effective Date is critical for benefits, payroll, and compliance—entering an erroneous Effective Date creates a significant negative impact and is costly and time consuming to fix
revised 07/09 34
Effective Date Goes Everywhere
revised 07/09 35
Effective Date
Oracle Financials Parking & Transportation
Benefits administration
(health & welfare, retirement, life)
Payroll systems
ID Card Axess Timecard
Athletics, Libraries
Effective Dates for Multiple Transactions Use the next appropriate effective Sequence #
when more than one transaction must have the same Effective Date– Example: Release Job Record has effective sequence
0, then change the sequence # to 1 when loading the transfer Web Form
A row is inserted for each different type of transaction– Sequence of 0 for first transaction– Sequence of 1 for next transaction with same
Effective Date, and so on
revised 07/09 36
Retroactive Dates Retroactive Effective Dates are allowed in
PeopleSoft
Effective Date should be as close to the real Effective Date as possible
You can use a Retroactive Effective Date up to the Effective Date of the latest transaction for the record– Example: Reclassification retroactive to 30 days earlier.
If the Effective Date on the last row of the record is before 30 days ago, then you can Effective Date the new row for this transaction to 30 days ago
• Payroll has already been run for that pay period, so any retroactive transactions that affect pay must be handled via the Supplemental Pay Web form using retro salary or retro hourly
revised 07/09 37
History
History is maintained on all records– Click “Include History” button– To see all rows of history, click “View All”– If you do not need to see all rows of history,
there is no need to click “View All”
revised 07/09 38
Add Remarks
Remarks should focus on the WHO, WHAT, and WHEN of the transaction
WHO authorized it, WHO did the transaction (you): include SUNet ID & phone extension
WHAT is the purpose of the transaction
WHEN does the transaction become effective
Remarks should be added to every transactions
revised 07/09 39
Action/Reason Codes Every transaction in PS HRMS must be coded:
– WHAT is being done (Action)– WHY it’s being done (Reason)
Action/Reason codes are “triggers” to other systems that rely on HR data, so do not guess. Some of the systems that are affected by these codes are:– Benefits administration– Payroll, including Axess Timecard for time and labor– Oracle Financials– Parking & Transportation– Graduate Financial Support– Libraries, Athletics, ID Card Office
revised 07/09 40
Action/Reason Codes (cont’d)
Action/Reason codes are the most poorly managed aspect of job records and where we have the most risk– Compliance and management reporting depend on
accurate Action/Reason codes along with Effective Dates, Job Codes and Organization Codes
Job aids are available at http://hrdata/jobaids.html to help you identify and select the correct Action/Reason code for each transaction
Consult with your HRM or DFA (Director of Finance and Administration, School of Medicine) if you are unsure
revised 07/09 41
Other Critical PS Fields Earn Codes
– An important PS field to code the type of earnings for a particular job; directly affects employee pay
Organization Codes– PS field of four alpha characters initially entered on
the Position Management.– Also referred as DEPT ID
Job Codes– A four-digit number in Position Management that
identifies each job classification in Stanford's Pay Plan; sets most of the attributes of the position
– Values of the above codes are listed at http://hrdata/referenceguides.html
revised 07/09 42
Other Critical PS Fields (cont’d)
Pay Group– A field initially entered in Position Management which
drives key pay and benefits attributes of the position– Pay Group values include:
• BU1=Bargaining Unit Hourly• CSL=Casual Hourly• CTS=Contingent Salaried• EX1=Exempt Salaried• F09= Faculty Paid Over 9 Months• F10=Faculty Paid Over 10 Months• F12=Faculty Paid Over 12 Months• NX1= Non-Exempt Salaried• NXH=Non-Exempt Hourly• STU=Student Employees• TMP=Temporary Hourly Employees• VA=Various Unpaid Employees
revised 07/09 43
Search Match & RegAdmin Search Match & RegAdmin are the ways you
know if the new employee is already in the system
ALWAYS conduct Search Match & RegAdmn BEFORE entering any Hire transactions– There are over 100,000 records in PS HRMS– Find out if the person you’re seeking already has an
Empl ID and record in the system– Job Aids are available at
http://hrdata/referenceguides.html
You must update the right record!
revised 07/09 44
Reports To Field Purpose
– Track supervisor information for EEOC* regulatory reporting
– Identify supervisor for review of time and leave in Axess Timecard
Reports To field in PS Manage Positions flows to Reports To field in Job Data– Reports To field is located under the Job Information
tab – Reports To is a required field for non-academic staff – Reports To field on STF Remarks tab is used for
contingent employees
revised 07/09 45
*Equal Employment Opportunity Commission
Non-Employee Affiliate Pages Non-employee pages in PeopleSoft will be
available to enter affiliates, who are not paid by the University, so they can have an Empl ID and the ability to manage Stanford privileges
Only those with “Non-Employee Affiliate Data” Role can enter these affiliates into the PS System
Examples of non-employee affiliates: lecturer, visiting scholar, visiting professor, instructor, acting professor, consulting professor
Examples of possible privileges: SUNet ID, ID card, eligibility for parking permits, access to libraries, access to email and ID mail
revised 07/09 46
ResourcesResource URL
Personnel Policies: Chapter 2 of the Administrative Guide
http://adminguide/ch2contents.html
HR Data Services website http://hrdata/index.html
HRMS Users’ Group (HUG) handouts and schedule at https://hrdata.stanford.edu/hugschedule.html
HRMS Communications To [email protected]
(you are added to this list when you get PS HRMS access)
HR Directory includes list of HRMs, HRAs, http://hrweb.stanford.edu/hrdirectory.html
HelpSU http://remedy-prod.stanford.edu/cgi-bin/helpsu2
Payroll Forms http://financialgateway.stanford.edu/staff/payadmin/res_jobaid.html
revised 07/09 47