Employee Self Service Start HCM – Human Capital Management

This Presentation Will Show You… How to access the system How to view your Personal Information How to view your 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

About This Presentation…. This presentation contains the facts about the transition from HRMS to HRIS (Human Resource Information System): –What the changes are –Why the changes are being made –How they will affect you Two of the items are significant changes: –Changes to recording hourly work –Changes to the Pay Date calendar for everyone

Ground Rules Please ask questions to further your understanding about how the system works. Please read the FAQs in your Reference Guide prior to asking your question.

Some Quick Definitions HRIS – Human Resource Information System – the replacement for HRMS (Human Resources Management System) – This is the new software and procedures for the HR world. Exempt - Those employees who are paid an annual salary Non-Exempt – Those employees who are paid hourly. Employee Self Service – the portal where you access your data in HRIS.

Accessing the System

To access Info About HR: Available from any internet connection!

To access Info About HCM: Available from any internet connection!

Employee Self Service Portal Access You can get to the portal from the HR website, the HCM web site or by typing in the URL

Accessing Your Personal Information

Your Personal Information Now you can update your personal Information online, 24/7 from any computer that can reach the internet. This replaces the paper form that you printed out and hand- carried to USB. When you make a change, it is changed globally and in real time – all ASU systems that are connected to PeopleSoft are updated.

View and Update Your Information From the Eportal -> Click on Self service, then Personal Info

View Your eProfile Change your data by clicking on the “Change” buttons.

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

Payroll and Compensation

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

Payroll and Compensation From the Eportal -> Click on Self service, then Payroll and Compensation

Payroll and Compensation Employee Self Service -> Payroll and Compensation -> View Paycheck If you get a paper paycheck, you can view the information here. Paper paychecks will continue to be mailed.

If you have Direct Deposit, your payslips can be viewed and printed here. You will no longer get physical mailings of your pay slip (advice) – you can come here to print them at will. Payroll and Compensation Employee Self Service -> Payroll and Compensation -> View PaySlip

Payroll and Compensation Here you can easily edit your direct deposit settings. Employee Self Service -> Payroll and Compensation -> Direct Deposit

Payroll and Compensation Employee Self Service -> Payroll and Compensation -> W4 Tax Information Your W-4 changes are easily made online.

And request a W-2 Payroll and Compensation

The new system is easier for you. You 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 to ePay?

Benefits

The new system is now available. A future change: –January 2008 for Qualified Life Events changes In the interim, any benefit change requests will continue to be done via hr/forms –Declaration for Change Form –Leave of Absence Form

Declaration of Change Declaration of change form Benefits

Leave of Absence Form Request for Leave of Absence Benefits

Benefits are effective now Premiums will be withheld each pay date: –26 pay periods for employees being paid year round; –Less pay dates for employees on 8-, 9-, or 10-month pay schedules; –Additional pre-collected benefits deductions to cover the summer months will be withheld beginning January of each year. Dependent information and beneficiary information is viewable online. Dependent info and beneficiary information is updatable in Open Enrollment, next opportunity will be January. 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 also use an online time sheet, or fill out a paper 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: –Future Entries of Paid Time Off Accepted –Verification of Paid Time Off Requests Against Accrual Balances –FLSA Compliance

Requesting Paid Time Off - Exempt Employee Self Service -> Time Reporting -> Report Time -> Web Clock

Requesting Leave for Hourly Request for paid 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. (HCM website) –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

View the Pay Date Calendar Access the HRIS website and click on the Payroll and Payday Calendars link under the TOOLS & APPLICATIONS heading.

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 their timesheet or departmental method. At the end of each pay period, the Department Time Administrator will run a process to convert your Recorded Time into payable time, applying University policy and FLSA rules.

Record Time for Hourly Employees Let’s read through the FAQs in the ESS Reference Guide

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

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 HR forms – look for “Time Adjustment Form” Departments must keep signed, approved documentation on file. (audit trail)

Where to get help

Where to get more info Call the ASU help desk (480)

Next Steps

If you are Hourly (non-exempt): Discuss with your manager and department the details of how you will record your time. Identify your Department Time Administrator. Review the auto withdrawals from your direct- deposit account. Encourage co-workers to go to the HRIS site for the latest information about HRIS.

This brings us to the end of this presentation. Thank you!