University Human Resources & Payroll August 2012 E ND OF THE F ISCAL Y EAR

2 Agenda 1.Fiscal Year End Deadlines  Salary Planning  Employee Overpayment and Underpayments  Leave of Absence  Bargaining Unit Employees 2.How Data Drives Benefits  Accuracy and Timeliness  Permanent and Mailing Address  Benefits Salary and Eligibility Dates 3.Last Reminders  Salary Planning Corrections  SU – Summer Students Status  New Earn Codes

Fiscal Year End Deadlines

4 Checklist for a Smooth Year-end – what’s the deadline for…? 1.Salary Planning:  PeopleSoft Upload Dates  Adds a new job data record row with the effective date of 9/1/12  Displays action of “Pay Rate Change” and a reason as follows 8/27 – 8/31 “Academic Year Salary Change (ZAY)” – for Faculty 8/27 – 9/10 “Base Pay Increase (BPI)” – for Academic Staff 9/5 – 9/10 “Base Pay Increase (BPI)” – for Non-academic staff  Submit HelpSU ticket for Job Record Corrections after 9/1 Salary Load by 9/13/12 2. Position and Job Updates: gather all changes, ensure entry to PeopleSoft is completed  Updates with effective dates prior to 9/1/12 should be completed by 8/31/12  Updates with effective dates on or after 9/1/12 should NOT be initiated until Salary Planning has been loaded for the local unit 3.Resolve employee overpayments or underpayments  Payroll does not have a correction period. Corrections (overpayments, missing pay, etc.) occurring after the close of the 08/31 pay period will post in FY13  Note: Off-Cycle Check transaction processed on 9/4/12 will post in FY12  Repayment checks should be submitted to Payroll no later than end of business Monday, August 27

5 Salary Planning – Employees on Leaves of Absence 1.Employee may be eligible for 9/1 salary increase, at department’s discretion 2.Applies to full-time and part-time basis leaves, disability or FMLA 3.Can affect timecard, pay, and benefits – crucial to get it right and in on time  By 9/10/12, enter any manual increase for an employee on leave  By 9/14/12, urgently advise DLS if you entered manual increase after 9/10/12  After 9/14/12 don’t even attempt it - call DLS first 4.Employees on a continuous LTD (Long Term Disability ) leave are NOT eligible for a 9/1 Important Warning: Processing an increase retroactively to the 9/15/12 pay period after that pay period has already closed, will impact salary continuation payments and may cause an overpayment or underpayment – so this is strongly not recommend  If you proceed, your local team will be responsible for calculating, pursuing, and clearing any overpayment/underpayment that may occur  Advise DLS hotline immediately of any retroactive increases:

6 Salary Planning – Bargaining Unit Employees R EVIEW P RIOR TO 9/1/12  Bargaining Unit Salary Increases  The 9/1/12 range adjustment for SEIU bargaining unit employees in ranges A08 to A80, including employees on leave of absence, will be loaded in PeopleSoft as of 8/31/12  Adds a new job data record row with an effective date of 9/1/12  Displays Action of “Pay Rate Change,” reason of “Range Adjustment” C OMPLETE 9/5 – 9/17/12  Employees in ranges A08 to A80 who also require a step increase  Set the effective sequence to 1 (or the next numeric sequence) when using the same effective date of 9/1/2012 for the step increases  Employees in grades A00 and A99  Process a manual Employment Update web form using a Pay Rate Change > Range Adjustment, because there are no step amounts in the salary grade table in PeopleSoft HRMS

7 Salary Planning – Bargaining Unit Employees Helpful Tip When bargaining unit employees receive a 9/1 step increase in addition to the standard range adjustment  Please review 9/1/12 – 9/15/12 timecards to ensure the correct step is indicated for all worked shifts.  Supervisor or TLA: update timecards to correctly reflect each shift worked at the correct step level Example: Joe receives a 9/1 step increase to step 15, with upload completed on 9/6/12.  Joe enters punches into his timecard daily  For 9/1 through 9/5, his timecard Step field will default at Step 14  Starting on 9/6, it will default at Step 15  The supervisor or TLA will need to manually change the 14s to 15s in order for appropriate pay rate to be received for shifts worked from 9/1 – 9/5

How Data Drives Benefits HELP US ENHANCE THE EMPLOYEE’S BENEFITS EXPERIENCE!

9 Focus on Data 1.Date of Hire 2.Date of Birth 3.FTE hours (standard hours) 4.Social Security Number 5.Gender  do not leave as the default “Unknown” 6.Correct address/zip code 7.Correct benefits salary  If ANY of this information is missing or incorrect, the employee will not be able to elect benefits

10 Timeliness 1.New Hires/Rehires Timeliness on entering new hires allows employees to elect their benefits within the 31 day window  PeopleSoft entries may be completed up to two pay periods before Benefits Eligible Date  Both Home and Mailing addresses must be entered for all benefits eligible positions 2.Terminations Cobra packets are sent out approximately 2 weeks after terminations are processed in PeopleSoft  Submit Termination Webform to Payroll (as soon as you know)  SLAC transfers must be terminated from Stanford and rehired at SLAC

11 Permanent Address (Home) 1.Drives eligibility for health plan  Need to live in zip code area for an HMO 2.Drives what the employee “sees” in the enrollment system  If the address is out-of-state, the employee will only see the Blue Shield plans 3.J1 Visa Employees  For most J1 visa employees the home address will be a foreign address  Submit a “Ben Bin” HelpSU ticket for zip code assistance (override will be done by benefits)

12 Address Updates 1.Employees may update their addresses in stanfordyou.stanford.edu  In StanfordYou an employee’s “Permanent address” = Home Address  Update Permanent and Mailing address fields  Medical/Life and Retirement plan communications go to Mailing Address 2.HR Administrator may update employees in PeopleSoft  Update both Home and Mailing address fields  If home address is missing, the employee will not be able to elect benefits 3.Complete all address updates by 9/1/12 to ensure a smooth Open Enrollment

13 Benefits Salary 1.Definition of Benefits Salary  For Staff – the actual FTE salary  For Faculty – the appointment salary (APPSAL) line in PeopleSoft 2.Benefits Salary drives:  Basic Life insurance  Supplemental Life insurance  Accidental Death and Dismemberment (AD&D)  Long Term Disability 3.So…it is critical that this information is accurate

14 Benefit Eligibility Date 1.The date of hire opens 31 day Benefits enrollment window 2.If the benefits eligibility date needs to be changed/corrected  Do not attempt to change it  Submit a “Ben Bin” HelpSU ticket requesting assistance Open Enrollment October 26 through November 15, 2012  Campus meetings will be posted on the Benefits website   Home and mailing address updates should be completed by 9/1

15 Resources  PeopleSoft job aids  HelpSU  PeopleSoft data-entry questions and corrections  “Ben Bin” HelpSU ticket  HR/FAO staff use only  Benefits escalations  Staff/Faculty Resource  Benefits Service Team  (877) (press option 9)

Last Reminders

17 Last Reminders 1.S ALARY P LANNING C ORRECTIONS  Submit HelpSU ticket for Job Record Corrections after 9/1 Salary Load by 9/13/12  Transactions that need to be entered into PeopleSoft with an effective date prior to 9/1/12 after a 9/1/12 salary row has already been created  Corrections to 9/1/12 increases that have already been uploaded via the Axess Salary Planning module or already entered manually by the local unit  9/1/12 increases that need to be deleted 2.SU S UMMER S TUDENTS ( JCC 9154) SU Summer Students using JCC 9154 that will be continuing their temporary assignments must revert back to the original JCC effective 10/1/12  Please use job aids for Employment Update found at:  This can be done for you by sending a spreadsheet with names, EMPL IDs, and original JCC to (for School & VP Areas using HR Transaction Services)

18 Last Reminders 3.N EW E ARN CODES EFFECTIVE 9/1/12  PPO – PTO Payout  Use this code on Termination Webforms to indicate the amount of PTO hours that are to be paid out to the employee on their final check  RTD – Retro Differential  Use this code on Supplemental Pay/Off-Cycle Check Webforms when paying a rate differential to an hourly employee (BU1, NXH, STU, TMP, CSL) to pay the difference between the hourly rate they were paid and their new rate Example: An employee was given a step increase from $18/hour to $20/hour retroactive to 7/16/12. Pay the $2/hour differential using earn code RTD for the total number of hours paid at the old hourly rate Hours paid using this code are not accrual eligible as the employee has already accrued based upon the original payment of the hours  Continue to use RTO for retroactive overtime payments and corrections of overtime differentials  Continue to use RTS for salary differential payments (EX1 and NX1)

University Human Resources & Payroll T HANK YOU !