Employee Self Service

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Employee Self Service
Start
HCM Human Capital Management
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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.
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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.

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About This Presentation.

• Heres 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
  Presidents office and department leadership.
• This presentation is about understanding the
  changes.

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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.

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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.

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Accessing the System
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To access Info About HR
http//www.asu.edu/hr New forms will be
available 7/2 ALL information about HCM can be
found here.
Available from any internet connection!
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To access Info About HCM
Available from any internet connection!
http//hcm.asu.edu All info presented today is
available here FAQs New pay date calendars Pay
check estimator Communications Reference
Resources Visit often! Changes are happening
rapidly
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Employee Self Service Portal Access
www.asu.edu/interactive
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Employee Self Service Menu
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Viewing Your Personal Information
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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))

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

• You will be able to view your
• Name
• Home Mailing Address
• Phone number
• Email 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)

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

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Payroll and Compensation
Employee Self service -gt Payroll and Compensation
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Payroll and Compensation
Employee Self Service -gt Payroll and Compensation
-gt 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.
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Payroll and Compensation
Employee Self Service -gt Payroll and Compensation
-gt Direct Deposit
Direct Deposit will roll over into the new system
automatically. You can have up to four direct
deposit transactions.
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!)
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Payroll and Compensation
Employee Self Service -gt Payroll and Compensation
-gt 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 www.asu.edu/HR/Forms
. W2 requests will be available in phase 2
(Early 2008)
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Why are we Changing?

• 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.

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Benefits
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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
  http//www.asu.edu/hr/forms
• Declaration for Change Form
• New Leave of Absence Form

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Declaration of Change
Benefits

• www.asu.edu/hr/forms
• 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!)

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Leave of Absence Request
Benefits

• www.asu.edu/hr/forms
• Use this form in 2007
• Extended Leave
• Family Leave
• Military
• Parental Leave
• Sabbatical
• Workers Comp
• Administrative Leave

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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

12-Month Pay Schedule (Fiscal)
COVERAGE CURRENT PER PAY NEW PER PAY
Single EPO 12.50 11.54
Family EPO 62.50 57.69
Single PPO 70.00 64.62
Family PPO 195.00 180.00
Less than 12 Months With Pre-Collect
COVERAGE CURRENT 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 275.29 180.00 278.18
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Benefits

• 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.

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Requesting Paid Time Off
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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 www.asu.edu/hr/forms and turn
  it in to the Department Time Admins.
• Department Time Admins will enter requests in the
  online time sheet.

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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

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Requesting Paid Time off
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Requesting Paid Time Off Exempt (Salaried)
Employee Self Service -gt Time Reporting -gt Time
Sheet
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Requesting Leave for Non-Exempt (Hourly)
Request for time off

• www.asu.edu/hr/forms
• Print and complete form
• Get approval
• Submit to Department time administrator

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New Pay Date Calendar
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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 doesnt change
• Each pay check will be slightly smaller (there
  are two more paychecks in each year!).

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Change to the Pay Date Calendar

• Auto deposit will roll over automatically.
• Paycheck estimator online is available so you can
  plan. (http//hcm.asu.edu)
• The new pay date calendar is a lagging week
  schedule, which allows for corrections prior to
  pay check delivery.

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Change to the Pay Date Calendar
Lagging Week System
Paycheck here
Week 1
Week 2
Week 3
Week 4
Is for these two weeks
Lagging Week
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Transition to the Pay Date Calendar
First two week pay period in the new pay date
calendar
Next Two week pay period
Next Two week pay period
Next Two week pay period
Semi Monthly to bi weekly
Normal first bi-weekly paycheck would have been 3
weeks later
Adjusted bi-weekly paycheck
Last Semi-Monthly pay check
Adjusted first bi-weekly paycheck (2 weeks and
weekend)
Next Normal bi-weekly paycheck
Next Normal bi-weekly paycheck
Adjusted bi-weekly paycheck
Regular bi-weekly paycheck
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Transition to the Pay Date Calendar
Bi weekly to Bi weekly
Adjusted first bi-weekly paycheck (normally on
June 20)
Adjusted bi-weekly paycheck (normally on Aug 3)
Adjusted bi-weekly paycheck(normally Aug 17)
Pay for 4 weeks - 2 pay periods
Regular bi-weekly paycheck
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Change to the Pay Date Calendar
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, 2007 July 15, 2007 July 20, 2007 FRIDAY July 16, 2007 MONDAY 4 days early
July 16, 2007 July 29, 2007 August 3, 2007 FRIDAY July 31, 2007 TUESDAY 3 days early
July 30, 2007 August 12, 2007 August 17, 2007 FRIDAY August 15, 2007 WEDNESDAY 2 days early
August 13, 2007 August 26, 2007 August 31, 2007 FRIDAY True lagged biweekly pay date As scheduled
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Why Change 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.

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Record Time
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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.

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Record Time for Non-Exempts
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Record Time for Hourly Employees
Employee Self Service -gt Time Reporting -gt Web
Clock

• In Morning
• Meal Lunch Start
• In Lunch end
• Out end of day
• (Not using punch type Break)

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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 youre being paid
  according to the fair labor standards act!

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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 http//www.asu.edu/hr/forms look for
  Time Adjustment Form
• Departments must keep signed, approved
  documentation on file. (audit trail)

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Where to get help
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Where to get more info

• www.asu.edu/hr
• hcm.asu.edu
• Email AskHR_at_asu.edu
• Call the HCM help desk [phone]

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Next Steps
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Next Steps

• Use paycheck estimator http//hcm.asu.edu
• Become familiar with new pay dates calendars at
  http//hcm.asu.edu
• 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 http//www.asu.edu/hr/documents/vacation_ac
  crual_faq.pdf.
• Find out who your department time administrator
  is
• Information will be rapidly changing! Check
  http//hcm.asu.edu often!

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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 http//hcm.asu.edu
• Point your co-workers to http//hcm.asu.edu
• Help your department transition to the new
  system!
• If you feel like you dont need the reference
  guide for future reference, please leave behind
  for the next session (its also available at
  http//hcm.asu.edu)