Employee Self Service Start HCM – Human Capital Management

This Presentation Will Show You… Why the Change? How to access the system How to view your Personal Information Payroll and Compensation info How to view your Benefits How to request paid time off Changes to the payday calendar How to record hours worked How to get help and more information Next steps All of these topics will be covered in the Manager Self Service Sessions in addition to specific management information. If you are a manager, you are welcome to stay. You can also just attend an MSS session, or access the information on line if you wish. All of these topics will be covered in the Manager Self Service Sessions in addition to specific management information. If you are a manager, you are welcome to stay. You can also just attend an MSS session, or access the information on line if you wish.

Why are we Changing? ASU is in the middle of consolidating, upgrading and integrating our data systems. Over an 18 month period, the data for our applicants, students, faculty and staff will all be housed in one system. This strategy lets ASU: Make global changes to data quickly. Change data once and have it update in all places instantly. Maintain the data with less work. The HCM implementation is a key part of this project. HCM includes software AND business procedure changes.

About This Presentation…. Here’s where we find ourselves: – We are in the middle of changes to how we will view and edit our HR data. –These changes have been decided on by the President’s office and department leadership. –This presentation is about understanding the changes.

Ground Rules Please read the Reference Guide during the presentation. It will answer many of your questions. Please ask your questions at the end of the presentation to further your understanding about how the system works.

Some Quick Definitions HCM – Human Capital Management – the replacement for HRMS (Human Resources Management System) – This is the new software and procedures for the HR world. Exempt - From today forward, those employees who are paid an annual salary and are not eligible for OT/Comp time. Non-Exempt – From today forward, those employees who are paid hourly and are eligible for OT/Comp time. Employee Self Service – the portal where you access your data in HCM.

Accessing the System

To access Info About HR: Available from any internet connection! New forms will be available 7/2 ALL information about HCM can be found here.

To access Info About HCM: Available from any internet connection! All info presented today is available here FAQs New pay date calendars Pay check estimator Communications Reference & Resources Visit often! Changes are happening rapidly

Employee Self Service Portal Access

Employee Self Service Menu

Viewing Your Personal Information

Your Personal Information You can now view and update your personal information online, 24/7, from any computer that can reach the internet. This replaces the paper forms that you printed out and hand- carried to your Human Resources office. When you make a change, it is changed globally and in real time – all ASU systems that are connected to PeopleSoft have access to the new information. (Note: changes that require documentation (marriage, name change, etc. still require paper forms taken to HR))

View and Update Your Information Click on Employee Self service, Personal Information, (Log in)

View Your Personal Information You will be able to view your: Name Home & Mailing Address Phone number address Marital Status You can change any of these by clicking on the change button. (note that changes to name or marital status require proof of documentation)

View and Update Your Information In each screen, you can change, edit, add, delete and save your changes.

Payroll and Compensation

What’s new? You will be able to see pay information on-line. –view pay checks and pay advices online (beginning July 16, 2007) –make changes to W-4 forms (non-resident aliens excluded) –view, edit and request direct deposit.

Payroll and Compensation Employee Self service -> Payroll and Compensation

Payroll and Compensation Employee Self Service -> Payroll and Compensation -> View Paycheck View your paycheck or pay advice (direct deposit) info here. You will access your first info on July 16. It will hold 12 months of rolling data, starting on July 16. Prior information is still at MyASU. Paper paychecks will continue to be mailed to your campus mailing address. Pay advices will no longer be mailed. Come here to print them.

Payroll and Compensation Direct Deposit will roll over into the new system automatically. You can have up to four direct deposit transactions. Employee Self Service -> Payroll and Compensation -> Direct Deposit If you add or edit, be sure to check the routing number and account number. (The bank and ASU will not double check this for you!)

Payroll and Compensation Employee Self Service -> Payroll and Compensation -> W4 Tax Information You can make changes to your W4 online starting in July. For A4 changes (Arizona Tax info) – continue to use the form from W2 requests will be available in phase 2 (Early 2008)

The new system will be easier for you. You will have access: –From any computer that is connected to the internet –Any time day or night –Changes are real time (no delay) and are changed in every system that is connected to PeopleSoft. Why are we Changing?

Benefits

Implementation phases: July 2007 for New-Hire enrollments August 2007 for Open Enrollment elections Approximately January 2008 for: –Qualified Life Events changes; –Leaves of Absence requests. Interim change and leave of absence processes will continue to be “paper” forms available at –Declaration for Change Form –New Leave of Absence Form

Declaration of Change New form, with new directions Use this before and after open enrollment for changes because of qualified life events. (Open enrollment will be done online – more info soon!) Benefits

Leave of Absence Request Use this form in 2007 –Extended Leave –Family Leave –Military –Parental Leave –Sabbatical –Workers Comp –Administrative Leave Benefits

Premiums will be withheld each pay date:  26 pay dates for those paid on a 12-month schedule (fiscal)  Fewer pay dates for those on a 8, 9, or 10- month schedule  Additional premiums from Jan 1 – May 15 to cover the summer months COVERAGECURRENT Per Pay NEW PER PAY 8/16 – 12/31 NEW PER PAY 1/1 – 5/15 Single EPO $17.65$11.54$17.83 Family EPO $88.24$57.69$89.16 Single PPO $98.82$64.62$99.86 Family PPO $275.29$180.00$ Benefits Less than 12 Months With Pre-Collect 12-Month Pay Schedule (Fiscal)COVERAGE CURRENT PER PAY NEW PER PAY Single EPO $ $ Family EPO $ $ Single PPO $ $ Family PPO $195.00$180.00

Dependent and beneficiary information can be: –Viewed online in July; –Updated online during Open Enrollment (Aug – Sept); Before and after Open Enrollment, changes can be made using the interim Declaration of Change form. –Approximately January 2008, changes can be made online. Benefits

Requesting Paid Time Off

Requesting Paid Time Off (vacation or sick days): –Exempt (Salaried) employees will use the online time sheet. –Non-Exempt (Hourly) employees will fill out a form available at and turn it in to the Department Time Admins. Department Time Admins will enter requests in the online time sheet.

Requesting Paid Time Off The online time sheet offers these benefits to everyone: –Automated calculation of Payable Time including overtime/comp time for non-exempt employees. –Future entries of paid time off accepted –Verification of paid time off requests against accrual balances –FLSA compliance

Requesting Paid Time off

Requesting Paid Time Off – Exempt (Salaried) Employee Self Service -> Time Reporting -> Time Sheet

Requesting Leave for Non-Exempt (Hourly) Print and complete form Get approval Submit to Department time administrator Request for time off

New Pay Date Calendar

Change to the Pay Date Calendar ASU will be joining the other Arizona Universities, Arizona state departments in processing all pay on a bi weekly lagging pay system. If you get paid TWICE a MONTH (Semi-monthly or SM), you will be paid EVERY OTHER WEEK (Bi-weekly or BW). –26 pay checks instead of 24 –Annual pay doesn’t change –Each pay check will be slightly smaller (there are two more paychecks in each year!).

–Auto deposit will roll over automatically. –Paycheck estimator online is available so you can plan. ( –The new pay date calendar is a lagging week schedule, which allows for corrections prior to pay check delivery. Change to the Pay Date Calendar

Week 1Week 2Week 3Week 4 Current System Paycheck here Is for these two weeks Week 1Week 2Week 3Week 4 Lagging Week System Paycheck here Is for these two weeks Lagging Week Change to the Pay Date Calendar

Last Semi- Monthly pay check Normal first bi-weekly paycheck would have been 3 weeks later Adjusted first bi- weekly paycheck (2 weeks and weekend) Next “Normal” bi-weekly paycheck Adjusted bi- weekly paycheck Next “Normal” bi-weekly paycheck Adjusted bi- weekly paycheck Regular bi- weekly paycheck First two week pay period in the new pay date calendar Next Two week pay period Transition to the Pay Date Calendar Semi Monthly to bi weekly

Pay for 4 weeks - 2 pay periods Adjusted first bi- weekly paycheck (normally on June 20) Adjusted bi- weekly paycheck (normally on Aug 3) Regular bi- weekly paycheck Transition to the Pay Date Calendar Bi weekly to Bi weekly Adjusted bi-weekly paycheck (normally Aug 17)

Pay Period Begin Date Pay Period End Date Normal Pay Date New Pay Date Impact on Pay Date June 16, 2007 (SM) June 25, 2007 (BW) June 30, 2007 (SM and BW) June 29, 2007 FRIDAY No Change to June 29, 2007 This will be the last pay for SM/BW on current system July 2, 2007July 15, 2007July 20, 2007 FRIDAY July 16, 2007 MONDAY 4 days early July 16, 2007July 29, 2007August 3, 2007 FRIDAY July 31, 2007 TUESDAY 3 days early July 30, 2007August 12, 2007 August 17, 2007 FRIDAY August 15, 2007 WEDNESDAY 2 days early August 13, 2007August 26, 2007August 31, 2007 FRIDAY True lagged biweekly pay date As scheduled Change to the Pay Date Calendar

Historically ASU processed 24 semi-monthly payrolls and 26 bi-weekly payrolls for a total of 50 payrolls each year. Converting everyone to the same schedule, ASU can reduce the payrolls to 26. This simplifies the system and reduces cost, increases accuracy. Why Change the Pay Date Calendar?

Record Time

Record Time for Hourly Employees Hourly (non-exempt) employees will record their time using the web-clock application. The web-clock records the time that you click at the beginning of the day, out and in for lunch and the conclusion of the day. These clicks are called “Recorded Time”. At the end of each day, nightly processes convert “recorded time” to “payable time”, applying University policy and FLSA rules.

Record Time for Non-Exempts

Record Time for Hourly Employees Employee Self Service -> Time Reporting -> Web Clock “In” – Morning “Meal” – Lunch Start “In” – Lunch end “Out” – end of day (Not using punch type “Break”)

Why Record Time for Hourly Employees? You will receive overtime, comp time when you should. There will be an accurate reflection of your time worked. Ensures FLSA compliance – you’re being paid according to the fair labor standards act!

Department Time Administrator Any time the time recorded is changed, you need a signed form – Then the department admin will be able to update your time record. Go to – look for “Time Adjustment Form” Departments must keep signed, approved documentation on file. (audit trail)

Where to get help

Where to get more info hcm.asu.edu Call the HCM help desk (480)

Next Steps

Use paycheck estimator – Become familiar with new pay dates – calendars at Manage Auto deductions from your accounts Ensure payment address is correct – check even if you believe it is accurate Familiarize self with new vacation forfeiture date – Find out who your department time administrator is Information will be rapidly changing! Check often!

Last Slide We may have time for some questions – (see if the reference guide has the answer before asking) If your question does NOT get asked and answered, put it on a 3X5 card – we will add it to the FAQ at Point your co-workers to Help your department transition to the new system! If you feel like you don’t need the reference guide for future reference, please leave behind for the next session (it’s also available at