Employee Self-Service

Agenda History PeopleSoft at Queen’s PeopleSoft Upgrade What is MyHR? Benefits of Self-Service Challenges Questions

History 2007 University began project to replace aging administrative information systems. PeopleSoft selected. QUASR project began summer Target HR launch date fall Delays resulted in de-scoping functionality. – Employee Self-Service Go-Live February 12, 2012

PeopleSoft HR/Payroll Upgrade Decision to upgrade all PeopleSoft systems made in – Queen’s Systems 2 releases behind (9.2 scheduled for 2014 release). – No payroll tax updates after December Upgrade schedule. – Finance system upgraded in – HR and Student upgraded in New HR functionality. – Employee self-service.

MyHR – Employee Self-Service Employees have the ability to: – Maintain home address. – Maintain emergency contact information. – Maintain salary deposit banking information. confirmation sent to University address. – View purchased benefit enrollments. – View licences and professional certificates.

MyHR – Employee Self-Service Privacy Office gave direction that student employees kept their employee identity separate from their student identity. Over 4,000 student employee/ casual employee NetID’s and accounts created. I.T. Services account claim system modified for employee use. 3 s sent to student employees/ casuals employees to activate employee NetID and account.

E-Pay Advice Slips All employees automatically enrolled to received e-pay advice slips. Deadline to opt-out of e-pay advice slips is December 31, No option to opt-out of other self-service functionality. E-pay advice slips available the day after pay run. E-t4 slips available up to 2 weeks before paper slips. E-t4 slips only available to e-pay subscribers. CRA requires employee consent to issue electronic t4.

E-Pay Advice Slips E-slips issued to monthly paid employees – 5950 E-slips issued to casual/bi-weekly paid staff Who has opted-out of e-pay advice slips? – Academic: 63 – Maintenance staff: 149 – Staff: 77 – Research Staff: 21 – Casual: 23 – Student Contract: 14

Benefits of Employee Self-Service Data quality improves, employees view and verify information. Emergency contacts stored in the main HR system. No longer a need to submit forms for address or banking enrolment and changes. Payroll Services adds 2500 new bank accounts in September. Pay advice slips available 2-3 days earlier. E-tax slips available up to 2 weeks earlier than paper slips. University save approx. $60,000 a year on printing costs. Environmental impact of not printing e-slips – save trees.

Challenges Over 4000 student employees/ casuals issued employee NetID/ account. – Many student employees do not see themselves as employees. Work study students. SWEP students. – Most student employees/casuals ignored s instructing them to claim employee account. Confusion around having 2 NetID’s. PeopleSoft system stores 1 address per person (student), system change required to store employee address.

Questions?