STANFORD

UNIVERSITY

Overview Human Resources Business Process

and Policy Training

Human Resources Data Services

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Topics

About this Training

HR at Stanford

Stanford’s HRMS*

PeopleSoft HR

Getting Help

*Human Resources Management Systems

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About this Training

Scope and Structure

Goals

Future Hopes

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Scope and Structure

Materials follow general employee life cycle– Hiring– Leaves– Job Actions– Terminations

Does not include faculty: contact Faculty Affairs, Lynn Dixon, ldixon@stanford.edu, 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

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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

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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

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HR at StanfordHR Mission

Structure

Policies

Stanford’s Diverse Workforce

Confidentiality

Compliance

Exempts/Non-Exempts, Salaried/Hourly

Temps and Casuals

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HR Mission Statement

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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

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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

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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

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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

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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

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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

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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

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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

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Stanford’s HRMS

HRMS SystemsPS HR Manage Positions RolePS HR Expert UserAxess TimecardLabor DistributionPayroll ProcessReportMart1STARS (Stanford Training and Registration Systems)

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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

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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

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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/

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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

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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

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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

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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

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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

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PeopleSoft HR

Web Forms Users/Workflow

Effective Dates

History

Action/Reason Codes

Finding the Right Record: Search Match & RegAdmin

Other Critical Fields

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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

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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

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List of Web Forms

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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

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Effective Date Goes Everywhere

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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

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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

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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”

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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

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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

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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

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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

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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

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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!

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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

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*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 

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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 hrpeoplesoftusers@lists.stanford.edu

(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

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