1. UConn / Core-CT HCM Implementation 1 UConn / Core-CT HCM Integration Project HCM105: Human Resources Transactions for Special Payroll Employees UConn/Core-CT HCM Implementation

2. Introductions 2 -Name -Department -Job Title

3. UConn / Core-CT HCM Implementation Human Resources Transactions for Special Payroll Employees 2 Human Resources Business Operations for Special Payroll Employees 3 Course Summary 4 Course Introduction 1 3 Course Agenda

4. UConn / Core-CT HCM Implementation 1 Course Introduction ›Course Objectives ›Course Activities ›Key Terminology ›Overview of Smart HR 4

5. UConn / Core-CT HCM Implementation Course Objectives After completing this course, the user will be able to:  Hire employees using the Smart HR template  Perform data changes and pay rate changes  Terminate employees from UConn  Cancel a Smart HR transaction 5

6. UConn / Core-CT HCM Implementation Course Activities You will take part in two levels of activities throughout this course: Instructor Demonstrations Training Exercises 6

7. UConn / Core-CT HCM Implementation Key Terminology 7 TermDefinition Department Tree The new design of the department organizational structure that represents actual reporting relationships and hierarchy at UConn, and aligns with major enterprise systems, allowing for common workflow. Employee ID The State assigned employee record identifier, which is used throughout the duration of an employee’s State and UConn employment. This is not the Student Administration System Employee ID. Human Capital Management (HCM) The term used in human resources that refers to PeopleSoft’s family of products that includes Human Resources, performance Management, Learning Management, Compensation, Time and Labor and others. Human Resources Management System (HRMS) The term used for the Core-CT Human Resources and Payroll system. It is a single system for recording and updating personnel information and actions for employees, including faculty, staff, undergraduate student employees, graduate assistants and interns, post-doc fellows, gratis employees, etc. Job Data pages A set of Human Resources pages that store employee personal, employment, compensation and benefits information. Data entered on these pages is used throughout the Core-CT modules. Mass Update The Mass Update feature enables you to make changes to the data of large groups of people.

8. UConn / Core-CT HCM Implementation Key Terminology (cont.) 8 TermDefinition PeopleSoft The company that provides the Core-CT software, including: Human Resources Management System (HRMS), Financial Management System (FMS), Customer Relationship Management (CRM) and Enterprise Performance Management (EPM), as well as Student Administration (SA) and Recruiting Solutions (RS). Security PeopleSoft security is based on permission lists and roles that enables or prevents user’s access into specific pages in Core-CT. Self Service Employee self-service functional in Core-CT enables users to view and/or update personal information (eProfile), payroll and compensation information (ePay), and benefits information (eBenefits), as well as submit their own timesheets. Smart HR Templates Templates created to replaces Payroll Authorization (PA) forms to complete various HR transactions, such as hiring/rehiring, performing data changes, performing pay changes and completing terminations for all employee groups. They are configured to fit UConn HR/Payroll transaction processes, and access to the various templates is based on security rules. Time Reporting Code A code entered on the timesheet to record time entries in Core-CT. based on amounts, units, or hours. TRCs available to end-used is based off of the type of employee they are and the type of job they perform. UPKShort for “User Productivity Kit.” It is an online training platform utilized by UConn. Workflow Steps and rules necessary to complete a specific task. Workflow routes transactions to the appropriate approvers’ Worklists to take action on the transaction pending next steps.

9. UConn / Core-CT HCM Implementation 9 Overview of Smart HR

10. UConn / Core-CT HCM Implementation 10 Smart HR will eliminate duplicate data entry and paper Payroll Authorization (PA) forms Smart HR will provide real time processing status and will be accessible anywhere* Smart HR will integrate with other University systems, such as Student Administration and Recruiting Solutions Smart HR will route submitted transactions to the appropriate person for approval WorkflowIntegrated AutomatedAccessible UConn has developed Smart HR templates to replace Payroll Authorization (PA) forms to complete various HR transactions, such as hiring/rehiring, performing data changes, performing pay changes and completing terminations for all employee groups. Smart HR *User experience from home or from mobile devices might vary depending on the type of computer, phone, tablet, etc. Overview of Smart HR

11. UConn / Core-CT HCM Implementation Department Processors are responsible for initiating all Smart HR transactions for special payroll employees. For the rest of the employee groups, a number of Smart HR transactions require initiation from the HR Department. Once initiated, Department Processors will continue their responsibilities. 18 Hire/Rehire Classified Employees Student Employees Graduate Employees Unclassified Employees Special Payroll Employees Data Changes Classified: Pay, Title, Reclassification, Promotion/ Demotion, TSHC changes, FTE Unclassified: UCPEA Reclassification and TSI All Student and Graduate data changes Funding changes Transfer changes Additional changes (location, supervisor, FTE, etc.) Terminations/ Separations Student Employees Graduate Employees Unclassified Employees Classified Employees Special Payroll Employees Initiated by Departments: Initiated by Human Resources: Overview of Smart HR: Template Initiation

12. UConn / Core-CT HCM Implementation 12 Overview of Smart HR: Templates There are different Smart HR templates based on the type of transaction and the type of employee. The appropriate templates are available to Processors and are routed to Approvers based on security. Unclassified Student Labor Graduate Assistant Classified Special Payroll Teaching Work Study Graduate Professional Intern Gratis Non-UConn Student Special Payroll Non- Teaching Sample Employee Type Sample Template Type Hire/Rehire Data Change Pay Change Termination Department Change Supervisor ID Change Funding Change Work Study Award Change

13. UConn / Core-CT HCM Implementation 13 Overview of Smart HR: Special Payroll Templates A subset of the templates available are for Special Payroll employees. The employee types and template types listed below outline the different templates that are available specifically for Special Payroll employees. Special Payroll Teaching Employee Type Sample Template Type Hire/Rehire Data Change Pay Change Termination Department Change Supervisor ID Change Funding Change Special Payroll Non-Teaching, Time Reporting Special Payroll Non-Teaching, Non-Time Reporting* Special Payroll Gratis *Smart HR templates for Special Payroll Non-Teaching, Non-Time Reporting will be available after the Core-CT deployment.

14. UConn / Core-CT HCM Implementation 14 Overview of Smart HR: Core-CT and UConn Modules All PeopleSoft Core-CT modules are integrated, creating one common system of record across the University. Functionality will be available soon after 9/26 go live

15. UConn / Core-CT HCM Implementation 15 Overview of Smart HR: Data Entry Smart HR Job Data Course Data* Person Data Smart HR templates integrate with other PeopleSoft Human Resources pages to lessen dual entry across transactions. Data that is entered into Smart HR templates will feed into Job Data, Person Data and Course Data* pages. Data entered in the Smart HR templates will feed to the Course Data pages for Special Payroll – Teaching employees only.

16. UConn / Core-CT HCM Implementation Overview of Smart HR: Special Payroll Employees There are four Smart HR templates that can be used to hire a Special Payroll employee, each one configured for the different types of Special Payroll employees. Smart HR Hire template: Coming Soon Special Payroll non-teaching, non-time reporting employees do not report time, and they are not in teaching roles. Examples of this type of employee include: University Researchers and Theatre Employees. Special Payroll Non- Teaching, Non-Time Reporting Smart HR Hire template: UC_TBH_SPT Special Payroll teaching employees do not report time. Examples of this type of employee include: Adjunct Faculty and Instructional Specialist. Special Payroll Teaching Smart HR Hire template: UC_TBH_SPNT Special Payroll non-teaching employees report their time. Examples of this type of employee include: Research Specialist, Project/Program Specialist, Temporary University Specialist and Public Service Specialist. Special Payroll Non- Teaching, Time Reporting Smart HR Hire template: UC_TBH_GRAT Special Payroll Gratis appointments are courtesy appointments which acknowledge those individuals who provide services to the university at no pay. Special Payroll Gratis

17. UConn / Core-CT HCM Implementation 2 Module Two: Human Resources Transactions for Special Payroll ›Objectives ›Topic One: Hiring Special Payroll Employees ›Topic Two: Performing Department Changes / Pay Rate Changes ›Topic Three: Terminating Special Payroll Employees ›Topic Four Cancelling a Smart HR Transaction ›Summary 17

18. UConn / Core-CT HCM Implementation Module Two: Objectives After completing this module, the user will be able to:  Understand Human Resources changes and Smart HR templates.  Hire Special Payroll employees using the Smart HR template.  Perform pay rate and date changes.  Terminate Special Payroll employees from UConn.  Cancel a Smart HR transaction. 18

19. UConn / Core-CT HCM Implementation 19 Hiring Special Payroll Employees

20. UConn / Core-CT HCM Implementation Hiring Special Payroll Employees 20 Department Processors are responsible for initiating a Smart HR hire for employees. Once the template is complete with the employee’s biographical, demographical, job and pay information, the hire is submitted for approval and then finalized centrally. Department ResponsibilitiesCentral Responsibilities Initiate hire Determine hire template and hire reason Gather and enter hire information Submit hire for approval Review and approve hire Review approved hire request Correct errors/update hire template Process information into Job Data Department Processor submits Smart HR hire template Department Approver reviews and approves Smart HR hire template Payroll Department processes approved hire information Smart HR template data is routed into Job Data

21. UConn / Core-CT HCM Implementation Hiring Special Payroll Employees: Pay Schedule Current Special Payroll regular employees will receive the remaining payment of their contract in the paycheck closest to their end date, as they are now. Going forward in Core-CT, Special Payroll regular employees will be paid on the same bi-weekly schedule as the rest of the University. This differs from how Special Payroll employees are currently paid today. Information on this page is a new business change Active Payroll Authorizations at Go Live: The final payment is based on the check date closest to the authorization end date Example: Special Payroll authorization dates: 4/4/16 – 6/8/16 Final check dated: 6/10/16 4 equal payments NEW Payroll Authorizations after Go Live The final payment is based on the check date that corresponds to the pay period in which the authorization end date falls. Example: Special Payroll authorization dates: 4/4/16 – 6/8/16 Final check dated: 6/24/16 5 equal payments

22. UConn / Core-CT HCM Implementation 22 Hiring Special Payroll Employees Instructor Demonstration Your instructor will show you the process for hiring a Special Payroll Teaching employee while you follow along.

23. UConn / Core-CT HCM Implementation 23 Hiring Special Payroll Employees Navigation: Main Menu > Workforce Administration > Smart HR Template > Smart HR Transactions 1 Transaction Type: Hire/Rehire Select Template: UC_TBH_SPT Click Create Transaction. 2

24. UConn / Core-CT HCM Implementation 24 Hiring Special Payroll Employees The Department Processor can review transactions that are in progress at the bottom of the Smart HR Transactions page. In progress transactions on this page mean the transaction has not yet been submitted for approval. Click on the employee’s Name to open the template to view details about the transaction and to complete the template. Tip: Sort the transactions by clicking on the column name. In this example, the transactions were sorted by the Hire Action.

25. UConn / Core-CT HCM Implementation 25 Hiring Special Payroll Employees Enter the required information on the Enter Transaction Details page. Then, click Continue. 3

26. UConn / Core-CT HCM Implementation 26 Hiring Special Payroll Employees At a minimum, enter all required information on the Personal Info tab: First Name Last Name Date of Birth Gender National ID Address Line 1 City State Postal Code When all applicable information has been entered on the tab, move to the Job Data tab to enter the job-related information. 4

27. UConn / Core-CT HCM Implementation Hiring Special Payroll Employees Move through the remaining tabs and enter/update the applicable information: Job Info 5

28. UConn / Core-CT HCM Implementation Hiring Special Payroll Employees Move through the remaining tabs and enter/update the applicable information: Citizenship Info: The information on this tab will be completed by the Payroll Department. Department Processors do not need to enter any information on this tab. 5

29. UConn / Core-CT HCM Implementation Hiring Special Payroll Employees Move through the remaining tabs and enter/update the applicable information: Funding Info: Department Processors are required to enter funding information. 5

30. UConn / Core-CT HCM Implementation Hiring Special Payroll Employees Move through the remaining tabs and enter/update the applicable information: Course Info: Enter the required information on the Course Info tab. When using the course lookup, it is recommended toe enter the Course or Subject if the Course ID is unknown. The Course Info tab is only available on the Special Payroll Teaching hire template. 5

31. UConn / Core-CT HCM Implementation Hiring Special Payroll Employees Move through the remaining tabs and enter/update the applicable information: Payroll Use: The information on the Payroll Use tab will be completed by the Payroll Department. Department Processors do not need to enter any information on this tab, but must navigate to it to activate the Save and Calculate button. 5

32. UConn / Core-CT HCM Implementation Hiring Special Payroll Employees The Department Processor can click Save for Later to save the template but submit for approval at a later time. If the Department Processor is ready to submit, click Save. The Save button is only available when all tabs are complete. 6 An Attachments section will open on the page. This section is available on all Smart HR templates, so can be used for other classified employee transactions. 7 When the template is complete click Save and Submit. The template is routed directly into Job Data. 8 32

33. UConn / Core-CT HCM Implementation Hiring Special Payroll Employees If the personal information that has been entered for the employee is the same or similar to another employee in the system, the Person Match Found page will open for review. If this page opens, contact the Payroll Department for further direction. Possible resolutions include: If the employee is already in the system, click Select to continue the hire with that employee’s information. If the employee information is not a match, click No Match – Continue with Hire.

34. UConn / Core-CT HCM Implementation 34 Hiring Special Payroll Employees Training Exercise This Training Exercise will review how to hire for a Special Payroll employee using a Smart HR Template. Refer to the separate data sheet and use the training materials as references tools. 15 Minutes

35. UConn / Core-CT HCM Implementation 35 Performing Data Changes

36. UConn / Core-CT HCM Implementation 36 Performing Data Changes There are numerous data change and pay change templates that Department Processors will use to maintain an employee’s job data. Selection of the appropriate template drives which information can be changed.

37. UConn / Core-CT HCM Implementation 37 Performing Data Changes: Department Changes

38. UConn / Core-CT HCM Implementation 38 Department Processors for the employee’s current Department are responsible for initiating a department change. Once the template is complete, the template is submitted to the receiving Department for approval and is finalized centrally. Current Department Responsibilities Receiving Department Responsibilities Central Responsibilities Initiate department change Determine template and reason Gather and enter department change information Submit for approval Review and approve department change template Review approved data change request Correct errors/update data change template Process information into Job Data Performing Data Changes Department Changes Department Processor from the current Department submits Smart HR department change template Department Approver from the new Department reviews and approves Smart HR department change template Payroll Department processes approved data change information Smart HR template data is routed into Job Data

39. UConn / Core-CT HCM Implementation The Department field controls workflow in Core-CT, meaning the employee’s information will route to the department identified in this field. For regional campuses, the Affiliated Department field is included on department change templates where the employee may have a regional campus and an academic department. Performing Data Changes Department Changes: Department vs. Affiliated The information to put into the two fields for Special Payroll employees is as follows: DepartmentAffiliated Department Regional CampusAcademic Department

40. UConn / Core-CT HCM Implementation 40 Performing Data Changes Department Changes Instructor Demonstration Your instructor will show you how to process a department change for a Special Payroll employee while you follow along.

41. UConn / Core-CT HCM Implementation 41 Navigation: Main Menu > Workforce Administration > Smart HR Template > Smart HR Transactions 1 Transaction Type: Job Data Change Select Template: UC_DC_DEPT_SPEC Click Create Transaction. 2 Performing Data Changes Department Changes

42. UConn / Core-CT HCM Implementation Enter the required information on the Enter Transaction Details page. Click Continue. 3 Performing Data Changes Department Changes 66

43. UConn / Core-CT HCM Implementation 43 Performing Data Changes Department Changes Enter the Department and Location Code on the Enter Transaction Information page. Enter Comments if your department’s business process requires comments. 4 Once the template is complete and the Department Processor is ready to submit, click Save and Calculate. Once saved, attachments can be uploaded to the template. 5

44. UConn / Core-CT HCM Implementation Performing Data Changes Department Changes When all applicable information is entered, click Save and Submit. The template is routed to the receiving Department’s Approver, and, once approved, routed to the Payroll Department to be finalized in Job. 7 If required, the Processor has the ability to upload documents to Smart HR templates. Click Attach to search for and upload the appropriate documents. Click the plus sign (+) to add additional attachments. 6

45. UConn / Core-CT HCM Implementation Performing Data Changes Department Changes Once the receiving Department’s Approver approves the Smart HR Department Change template, the new Department Processor should initiate the appropriate data change template(s) to update the employee’s new job information. Updates can include: Location Code: Department and Location Code are not tied together Supervisor ID: This will default to the manager of the new department’s Department Tree until a new data change template is submitted Funding Once the department change is saved and submitted successfully, a Workflow box appears on the bottom of the template. This section shows who the Department Approver and Reviewer(s) are for the submitted template. 8

46. UConn / Core-CT HCM Implementation 46 Performing Data Changes: Supervisor ID Changes

47. UConn / Core-CT HCM Implementation 47 Performing Data Changes Supervisor ID Changes There is one Smart HR template that was specifically created for Special Payroll employee Supervisor ID changes. Department Processors should have offline conversations with the current and new supervisors to ensure they are aware of the changes. Once the data change is submitted, it is updated directly in Job Data. Department Responsibilities Initiate data change Determine data change template and data change reason Gather and enter data change information Submit data change for processing into Job Data Department Processor submits Smart HR data change template Smart HR template data is routed directly into Job Data

48. UConn / Core-CT HCM Implementation 48 Performing Data Changes Supervisor ID Changes In Core-CT, the Supervisor ID identifies the supervisor who approves the employee’s time if that employee is a time reporter. It is important that the Supervisor ID is kept up-to-date for all time reporting employees so the appropriate supervisor can approve the submitted timesheets. Information on this page is a new business change As a reminder, an employee who is required to report and submit time will not receive a pay check if the employee’s supervisor, or someone on behalf of the supervisor, does not approve the employee’s timesheet. The employee’s Supervisor can be found on the Timesheet. Click on the employee’s Name to open additional details.

49. UConn / Core-CT HCM Implementation 49 Performing Data Changes Supervisor ID Changes Instructor Demonstration Your instructor will show you how to change a Supervisor ID for a Special Payroll employee while you follow along.

50. UConn / Core-CT HCM Implementation 50 Performing Data Changes Supervisor ID Changes Navigation: Main Menu > Workforce Administration > Smart HR Template > Smart HR Transactions 1 Transaction Type: Job Data Change Select Template: UC_DC_SUP_ID_SPEC Click Create Transaction. 2

51. UConn / Core-CT HCM Implementation Enter the required information on the Enter Transaction Details page. Click Continue. 3 Performing Data Changes Supervisor ID Changes

52. UConn / Core-CT HCM Implementation The Department and Location Code auto- populate on the Enter Transaction Information page. Select the new Supervisor ID. Enter Comments if your department’s business process requires comments. 4 52 Performing Data Changes Supervisor ID Changes Once the template is complete and the Department Processor is ready to submit, click Save and Calculate. Once saved, attachments can be uploaded to the template. 5

53. UConn / Core-CT HCM Implementation Performing Data Changes Supervisor ID Changes When all applicable information is entered, click Save and Submit. The template is routed directly into the Job Data pages. 7 If required, the Processor has the ability to upload documents to Smart HR templates. Click Attach to search for and upload the appropriate documents. Click the plus sign (+) to add additional attachments. 6

54. UConn / Core-CT HCM Implementation 54 Performing Data Changes Supervisor ID Changes Training Exercise This Training Exercise will review how to perform a Supervisor ID change for a Special Payroll employee. Refer to the separate data sheet and use the training materials as references tools. 10 Minutes

55. UConn / Core-CT HCM Implementation 55 Performing Data Changes: Funding Changes

56. UConn / Core-CT HCM Implementation 56 The Department Processors are responsible for initiating a funding change for Special Payroll employees. Once the template is complete with the updates required the template is submitted for approval and is finalized centrally. Department ResponsibilitiesCentral Responsibilities Initiate funding change Determine funding change template and funding change reason Gather and enter funding change information Submit funding change for approval Review and approve funding change Review approved funding change request Correct errors/update funding change template Process information into Job Data Performing Data Changes Funding Changes Department Processor submits Smart HR funding change template Department Approver reviews and approves Smart HR funding change template Payroll Department processes approved data change information Smart HR template data is routed into Job Data

57. UConn / Core-CT HCM Implementation 57 Performing Data Changes Funding Changes Processors are able to make funding changes on most Smart HR data change and pay change templates, with the exception of Supervisor ID, department change and terminations. Funding code and percent allocations will be part of UConn Payroll Distribution section of each template Processors can change funding on any template; they do not need to use the Funding Change templates. When changing only funding, use the funding change templates that align to the correct employee group.

58. UConn / Core-CT HCM Implementation 58 Performing Data Changes Funding Changes Instructor Demonstration Your instructor will show you how to process a funding change for a Special Payroll employee while you follow along.

59. UConn / Core-CT HCM Implementation 59 Navigation: Main Menu > Workforce Administration > Smart HR Template > Smart HR Transactions 1 Transaction Type: All Select Template: UC_TBH_DC_FUND_SPEC Click Create Transaction. 2 Performing Data Changes Funding Changes

60. UConn / Core-CT HCM Implementation 60 Enter the required information on the Enter Transaction Details page. Click Continue. 3 Performing Data Changes Funding Changes

61. UConn / Core-CT HCM Implementation 61 The current funding information with auto-populate. Under the UConn Payroll Distribution section, update the employee’s funding information. Click the plus sign (+) to add additional funding codes. Then, update the Distribution Percentage. The total Distribution Percentage must equal 100% between all codes. 4 Performing Data Changes Funding Changes In Core-CT, departments are able to use multiple funding codes for all employees. Information on this page is a new business change

62. UConn / Core-CT HCM Implementation 62 Once the template is complete and the Department Processor is ready to submit, click Save and Calculate. Once saved, attachments can be uploaded to the template. 5 Performing Data Changes Funding Changes When all applicable information is entered, click Save and Submit. The template is routed to the Department Processor for approval. 7 If required, the Processor has the ability to upload documents to Smart HR templates. Click Attach to search for and upload the appropriate documents. Click the plus sign (+) to add additional attachments. 6

63. UConn / Core-CT HCM Implementation 63 Compensation Changes

64. UConn / Core-CT HCM Implementation 64 Department Processors are responsible for initiating compensation changes for Special Payroll employees. Like most templates, once approved by the Department Approver, it is sent to Payroll to be finalized in Job. Department ResponsibilitiesCentral Responsibilities Initiate compensation change Determine compensation change template and compensation change reason Gather and enter compensation change information Submit compensation change for approval Review and approve compensation change Review approved compensation change request Correct errors/update compensation change template Process information into Job Data Performing Data Changes Compensation Changes Department Processor submits Smart HR data change template Department Approver reviews and approves Smart HR data change template Payroll Department processes approved data change information Smart HR template data is routed into Job Data

65. UConn / Core-CT HCM Implementation 65 Performing Data Changes Compensation Changes Special Payroll Compensation Changes Stipends are no longer being paid to the paycheck closest to their end date, but instead will follow the bi-weekly pay schedule as the rest of the University Stipends are now being split by percentage and no longer by dollar amount Special Payroll time reporters will enter their own time on a timesheet instead of the Department entering a subsidiary for them

66. UConn / Core-CT HCM Implementation 66 Performing Data Changes Compensation Changes Instructor Demonstration Your instructor will show you how to process a compensation change for a special payroll non- teaching employee while you follow along.

67. UConn / Core-CT HCM Implementation 67 Navigation: Main Menu > Workforce Administration > Smart HR Template > Smart HR Transactions 1 Transaction Type: All Select Template: UC_TBH_DC_SPNT_PAY Click Create Transaction. 2 Performing Data Changes Compensation Changes

68. UConn / Core-CT HCM Implementation 68 Enter the required information on the Enter Transaction Details page. Click Continue. 3 Performing Data Changes Compensation Changes

69. UConn / Core-CT HCM Implementation 69 Under the Job Compensation – Pay Components section of the template, update the Compensation Rate. If necessary, update any additional fields on the page. 4 Performing Data Changes Compensation Changes

70. UConn / Core-CT HCM Implementation When all applicable information is entered, click Save and Submit. The template is routed to the receiving Department’s Approver, and, once approved, routed to the Payroll Department to be finalized in Job. 7 Performing Data Changes Compensation Changes If required, the Processor has the ability to upload documents to Smart HR templates. Click Attach to search for and upload the appropriate documents. Click the plus sign (+) to add additional attachments. 6 Once the template is complete and the Department Processor is ready to submit, click Save and Calculate. Once saved, attachments can be uploaded to the template. 5

71. UConn / Core-CT HCM Implementation 71 Performing Data Changes Compensation Changes Training Exercise This Training Exercise will demonstrate how to make a compensation change for a Special Payroll employee. Refer to the separate data sheet and use the training materials as references tools. 10 Minutes

72. UConn / Core-CT HCM Implementation 72 Terminating Special Payroll Employees

73. UConn / Core-CT HCM Implementation 73 Terminating Special Payroll Employees There is one Smart HR data change template Department Processors will use to terminate/separate a Special Payroll employee from the University. There is no change in the distributed process for terminations, which is restricted by UConn-specific departments and has workflow that routes transactions to appropriate locations for approval prior to updating the employee’s record. Terminations are required in Core-CT If an employee is terminated and rehired at UConn, the employee will need to complete a new I-9. Information on this page is a new business change

74. UConn / Core-CT HCM Implementation Terminating Special Payroll Employees Terminations are required in Core-CT; the employee record can no longer remain “Active.” Department Processors are responsible for initiating a termination. Once the template is complete, the termination is submitted for approval and is finalized by Payroll. Department ResponsibilitiesCentral Responsibilities Initiate termination Determine termination template and termination reason Gather and enter termination information Submit termination for approval Review and approve termination Review approved termination request Correct errors/update termination template Process information into Job Data Information on this page is a new business change Department Processor submits Smart HR termination template Department Approver reviews and approves Smart HR termination template Payroll Department processes approved termination information Smart HR template data is routed into Job Data

75. UConn / Core-CT HCM Implementation 75 Terminating Special Payroll Employees Instructor Demonstration Your instructor will show you how to process a termination for a Special Payroll while you follow along.

76. UConn / Core-CT HCM Implementation 76 Transaction Type: All Select Template: UC_DC_TERM_SPEC Click Create Transaction. 2 Navigation: Main Menu > Workforce Administration > Smart HR Template > Smart HR Transactions 1 Terminating Special Payroll Employees

77. UConn / Core-CT HCM Implementation Enter the required information on the Enter Transaction Details page. Select the appropriate Reason Code from the dropdown. Click Continue. 3 Terminating Special Payroll Employees Today, terminations start at the close of the last business day the employee worked. In Core-CT, the termination starts at the open of the following business day. Therefore, the Job Effective Date should be the start of the business day following the employee’s last day worked. Information on this page is a new business change

78. UConn / Core-CT HCM Implementation 78 The Department and Job Code are read-only fields on the Enter Transaction Information page. Enter Comments regarding the employee’s termination. 4 Terminating Special Payroll Employees The Department should enter comments for those employee who have instructions regarding termination payments. The paper form that is used today that includes the last day worked and last day paid information is being removed. In Core-CT, enter this information in the comments section to keep record of this information.

79. UConn / Core-CT HCM Implementation Terminating Special Payroll Employees When all applicable information is entered, click Save and Submit. The template is routed to the Department Approver, and, once approved, routed to the Payroll Department to be finalized in Job. 7 If required, the Processor has the ability to upload documents to Smart HR templates. Click Attach to search for and upload the appropriate documents. Click the plus sign (+) to add additional attachments. 6 Once the template is complete and the Department Processor is ready to submit, click Save and Calculate. Once saved, attachments can be uploaded to the template. 5

80. UConn / Core-CT HCM Implementation 80 Training Exercise This Training Exercise will demonstrate how to process a termination for a Special Payroll employee. Refer to the separate data sheet and use the training materials as references tools. 10 Minutes Terminating Special Payroll Employees

81. UConn / Core-CT HCM Implementation 81 Cancelling a Smart HR Transaction

82. UConn / Core-CT HCM Implementation When would you cancel a Smart HR transaction? Your Department Processor accidentally submitted a data change template for the wrong employee A Work Study employee decided to decline the job after your Department Processor submitted a hire template in Smart HR 82 Cancelling a Smart HR Transaction Department Processors are able to cancel Smart HR transactions using the Manage Transactions page. If the transaction was already approved and pushed to Job Data, the transaction cannot be cancelled using this method. Department Processors can also use the Transaction Status page to search all transactions in their department that have been cancelled. A Special Payroll employee decided to stay at their department and not accept a transfer to another department

83. UConn / Core-CT HCM Implementation 83 The Manage Transactions page is used to review the statuses of pending transactions within the entire department. View the Transaction Status to determine the next steps for the transaction. Cancelling a Smart HR Transaction

84. UConn / Core-CT HCM Implementation 84 Cancelling a Smart HR Transaction Instructor Demonstration Your instructor will show you how to process a cancellation in Smart HR while you follow along.

85. UConn / Core-CT HCM Implementation 85 Cancelling a Smart HR Transaction Navigation: Main Menu > Workforce Administration > Smart HR Template > Manage Transactions 1 On the Manage Transactions page, select a Transaction Type and Transaction Status OR search on the Employee ID or the Employee Name. If the Effective Date falls outside of the defaulted From and To dates, adjust the dates accordingly. Then, click Refresh. 2 Use the Manage Transactions page to view all transactions ready to be processed:

86. UConn / Core-CT HCM Implementation 86 Cancelling a Smart HR Transaction Review the search results under the Transactions to Process section of the page. Click on an employee’s Name to view additional information about the transaction on the Manage Transactions Details page. Then click Return to Manage Transactions. 3

87. UConn / Core-CT HCM Implementation 87 Cancelling a Smart HR Transaction Back on the Manage Transactions page, select the checkbox next to each transaction to be cancelled. Click Select All to select all available transactions on the page. Then click Cancel Selected Transactions. 4 A Message will open when submitting the cancellation. Click OK to confirm.

88. UConn / Core-CT HCM Implementation Use the Transaction Status page to view all Cancelled transactions: 88 Cancelling a Smart HR Transaction Navigation: Main Menu > Workforce Administration > Smart HR Template > Transaction Status 1 Update the HR Review Status to Cancelled. Update any other fields, then click Refresh. 2

89. UConn / Core-CT HCM Implementation 89 Cancelling a Smart HR Transaction Under the Transaction Status section, review all transactions that fit your search criteria that have been cancelled. 3

90. UConn / Core-CT HCM Implementation Module Two: Summary Now that you have completed the Human Resources Transactions for Unclassified Employees module, you should be able to: Hire an employee using the Smart HR template. Perform data changes and pay rate changes. Process terminations and separations from UConn. Cancel a Smart HR transaction. 90

91. UConn / Core-CT HCM Implementation Module Three: Human Resources Business Operations for Special Payroll Employees ›Objectives ›Topic One: Time and Labor Reminders ›Summary 91 3

92. UConn / Core-CT HCM Implementation Module Three: Human Resources Business Operations for Special Payroll Employees After completing this module, the user will be able to:  Recall important Time and Labor reminders 92

93. UConn / Core-CT HCM Implementation 93 Human Resources Business Operations

94. UConn / Core-CT HCM Implementation Human Resources Business Operations Time and Labor Reminders 94 The University employs, pays and administers Human Resources and Payroll services to approximately 20,000 employees (including student employees) during the course of one year. Employees span across five UConn campuses: Storrs Avery Point Hartford Stamford Waterbury Employees span across five UConn campuses: Storrs Avery Point Hartford Stamford Waterbury An anticipated 1,300 employees are supervisors, time approvers or timekeepers, and will enter and/or approve employee timesheets. Approximately 10,000 employees can submit time using Core-CT employee self-service timesheets.

95. UConn / Core-CT HCM Implementation Human Resources Business Operations Time and Labor Reminders Responsibilities include: Review/Approve Time Resolve Exceptions Enter Time on behalf of Employees Time Approvers are supervisors who review and approve their employees’ time that is submitted on the timesheets, and provide pre-approval of time requests for their employees. Time Approver There are three distinct Time and Labor roles that University of Connecticut employees can be responsible for performing in Core-CT. 167 Responsibilities include: Enter Time Resolve Exceptions Time Reporters are those who submit time on the timesheet. Time reporters are generally employees who submit time via employee self- service timesheets. Time Reporter Responsibilities include: Review/Approve Time Resolve Exceptions Enter Time on behalf of Employees Timekeepers are those who oversee and perform the time reporting and time approving processes for their employees. Timekeeper

96. UConn / Core-CT HCM Implementation Human Resources Business Operations Time and Labor Reminders Student FOCUS Timecards ClasTime Time and Attendance System (TAS) Paper Timesheets Other Department Systems University of Connecticut departments currently utilize various time entry systems and methods when recording time. The integration into Core-CT enables a consistent time entry process across the University. Core-CT Current Time Entry Systems/Methods Future Time Entry System HuskyTime Student Sick Time System 168

97. UConn / Core-CT HCM Implementation 97 Reminders Employees who are required to report time to get paid will not receive a pay check if their timecard is not approved by their supervisor (denoted by the Supervisor ID field on most Smart HR templates) or the supervisor’s signatory authority. The Human Resources, Time and Labor and Payroll Modules are all integrated, reducing the need for dual data entry. Time reporters will enter the amount of time they worked in hours, not in time (Ex: 4 hours versus 8am to 12pm). Timecards are available for a much longer time period (4am through 8pm almost every day) as opposed to the former 3-day window timecards used to be available. Time reporting codes will be used to denote how their time should be reported. Human Resources Business Operations Time and Labor Reminders

98. UConn / Core-CT HCM Implementation Module Three Summary Now that you have completed the Human Resources Business Operations for Special Payroll Employees module, you should be able to:  Recall important Time and Labor reminders 98

99. UConn / Core-CT HCM Implementation 99 Additional Training

100. UConn / Core-CT HCM Implementation 100 There is a new, automated accrual process for all 9 and 10 Month Faculty. Additional charges will post for ALL 9 and 10 month faculty throughout the academic year. The accruals effectively shift charges for academic salary paid in the summer to the period where the salary was earned. A new UConn Salary Calculator tool is available on the Payroll website to help you understand the financial impact of the accrual entries on your KFS accounts. For additional information on the new 9 and 10 Month Faculty accrual process, attend one of the informational sessions named Informational Sessions on Accruals for 9 and 10 Month Faculty. Sessions can be found on the Professional Development website. New Automated Accrual Process for 9 & 10 Month Faculty

101. UConn / Core-CT HCM Implementation There are currently two Time and Labor Town Hall sessions scheduled in September. Time and Labor Town Hall sessions will provide an overview of Time and Labor processing in Core-CT, including live demonstrations and question and answers. Time and Labor Town Halls Town Halls will be held at the Union Theatre: Monday, September 19 th 10:00-11:30am Wednesday, September 28 th 10:00-11:30am Please visit: http://fiscaltraining.uconn.edu for more information.http://fiscaltraining.uconn.edu

102. UConn / Core-CT HCM Implementation Module Four: Course Summary ›Objectives Achieved ›Next Steps ›Additional Resources ›Additional Questions 102 4

103. UConn / Core-CT HCM Implementation Objectives Achieved Congratulations! You have completed the HCM105: Human Resources Transactions for Special Payroll Employees course and should now be able to: Hire an employee using the Smart HR template. Perform data and pay rate changes Process terminations and separations from UConn. Cancel a Smart HR transaction. 103

104. UConn / Core-CT HCM Implementation Next Steps Now that you have completed the course, make sure that you complete the following tasks: Course evaluation Log off your workstation 104

105. UConn / Core-CT HCM Implementation Additional Resources Additional Resources are available to Department Processors in the form of: Job Aids Reference Materials User Productivity Kits (UPKs) To find the additional resources, visit: http://fiscaltraining.uconn.edu 105

106. UConn / Core-CT HCM Implementation Additional Questions 106 Questions?