1. What’s New with… StanfordTemps 1

2. What’s New  Expansion into Professional Positions Accounting/Finance Technical  Labor Distribution Processing  No Severance Repayment for Temporary EE’s 2

3. Office of Staff Employment & HR Data Services Trovix Recruitment Manager System March 2009 3

4. This Presentation Covers….  New Internal Posting Program (IPP)  Layoffs within the Trovix Recruitment Manager System  Office of Federal Contracts Compliance Programs (OFCCP)  Trovix Reminder  Questions 4

5. 5 New Internal Posting Program  The spirit of the Internal Posting Program (IPP) is to facilitate consideration of applications submitted by Stanford employees, who have been notified of layoff.  All new and re-opened job requisitions for regular staff positions must be posted internally for seven (7) calendar days.  Waivers are not allowed during the seven (7) calendar day posting period. In rare cases, an exception may be approved. Please direct all inquiries regarding waivers to Keith Copeland, Director, Recruitment & Talent Management

6. 6 Layoff Preference Status within Trovix  Local HR teams should notify laid off employees that they have the option to self select “I am a Stanford University (including SLAC) employee, who has received written layoff notification within the last 12 months. (I understand this will be verified.)”when applying for open positions either on the “Internal” or “External” jobs web sites.  For layoffs to view jobs on the internal jobs web site; local units are encouraged to sponsor SUNet ID’s during the layoff preference timeframe. For more information, visit the web site at https://sponsorship.stanford.edu/main/Sponsorsh ipApp

7. 7 Layoff Preference Status within Trovix continues  The Office of Staff Employment (OSE) confirms the applicant is a true “layoff” and places a comment in the candidate’s record under the “Detail” tab.

8. Office of Federal Contract Compliance Programs (OFCCP)  OFCCP compliance policy and procedures will be coming soon  This is mandated by the US Department of Labor 8

9. Trovix Reminder  Hiring Managers and HRA/HRM training is available. Please visit STARS or the Learning and Development web site to enroll. 9

10. Questions 10

11. Benefits “Refresher” 11 Help us enhance the employee’s Benefits experience!

12. Agenda PeopleSoft Data Entry tips –Data –Timeliness –Permanent/Mailing Address –Benefits Salary –Benefits Service Date –Resources Federal (COBRA) subsidy 12

13. Focus on Data 13 Date of Hire Date of Birth FTE hours Social Security Number Gender Correct address/zip code Correct benefits salary Use PeopleSoft job aids

14. Timeliness New Hires/Rehires –Up to two pay periods before Benefits Eligible Date –Benefits Salary information –Home and Mailing addresses Terminations –Submit form to Payroll (as soon as you know) –SLAC transfers must be termed from Stanford Leaves –Notify Disability and Leave Services (as soon as possible) 14

15. Drives eligibility for health plan –Need to live in zip code area for an HMO Drives what the employee “sees” in the enrollment system –If someone’s address is out-of-state, the employee won’t see the HMO plan choices (only the Blue Shield PPO plan) –J1 Visa employees: Department should contact Benefits for zip code assistance 15 Permanent Address

16. Employees can go to stanfordyou.stanford.edu –Update Permanent and Mailing address –Medical/Life information goes to Mailing Address –Retirement plan information goes to Mailing Address 16 Address Update: Where to Go?

17. Benefits Salary Drives –Basic life insurance –Supplemental life insurance –Accidental, death and dismemberment (AD&D) –Long-term disability Benefits Service Date drives benefit eligibility date –Opens the 31-day Benefits Enrollment window 17 Benefits Salary & Service Date

18. PeopleSoft data entry questions, submit a HelpSU ticket at http://helpsu.stanford.edu http://helpsu.stanford.edu PeopleSoft job aids Benefit escalations, submit “Ben Bin” request to Benefits Office –HR/FAO staff only Staff/Faculty resource –Benefits Service Center (877)905-2985 (press option 9) 18 Resources

19. Temporary enhancement of COBRA law Designed to help individuals who are (involuntarily) terminated from their jobs pay for COBRA coverage Eligibility period : 9/1/08 through 12/31/09 The legislation is too vague for (Benefits) to provide specific guidance to the Stanford community (Benefits) will provide more details once we have clear guidelines When program changes are made, they will be effective on the date required by law Vita Administration will notify all eligible employees 19 COBRA Benefit Enhancement

20. A recorded presentation on layoffs that includes how benefits are affected is available on the Benefits site An updated version of When Employment Ends – Layoff that includes the Stanford Severance COBRA subsidy is available on the Benefits site. To access these resources online: Go to http://benefits.stanford.edu and click on Life Eventshttp://benefits.stanford.edu Click on Career, then click on Age/Service Milestones Look in the Resources section on the lower right side of the page 20 “Layoff Benefits” Resources

21. PeopleSoft v9 Updates/Reminders  Updating Position Management & Reclassification  Uncheck Update Incumbents if you do not want the employee’s Job Data to be updated. Otherwise, leave the default as is  Bargaining Unit (SEIU and Police) employees only  Uncheck the Include Salary Plan/Grade box to avoid unwanted changes to Step and Hourly rate feeding over to the employee’s Job Data record when updating a position ­ If reclassifying a BU position, be sure this box is checked. For all other position types, leave the default as is  Hire Web Form – Department (Org Code)  Change the Department in Position Management prior to processing a Hire Web Form  Do not change the Department when originating a Hire Web Form 21

22.  Parent vs. Child Departments (Org Codes)  Do not use Parent Departments  Parent Departments will not feed over to Oracle and Kronos  Authority/Security and ReportMart1 accessibility may also be affected  To determine the Parent Department status, run the ReportMart1 report: Display Department Tree (PS_PS001a) ­ Navigation: HR, Payroll, Benefits System>Display Department Tree>Display Entire Department Tree>Process Query>Results  ID Mail Code Changes  ID Mail Code updates made in StanfordYou will not feed over to PeopleSoft  PeopleSoft Mail Drop ID Updates  Navigation: Job Data > Employment Data link 22 PeopleSoft v9 Updates/Reminders

23.  NEW STF Reports To field on the Hire Web Form (coming soon)  For Contingent and Student employees  In order to activate the STF Reports To field, you must check the Casual/Temp/Student box when originating the web form  Continue to update the Reports To field for benefits-eligible positions in Position Management 23 PeopleSoft v9 Updates/Reminders

24.  PeopleSoft  NO PeopleSoft action is needed during 2 month notification period  Terminal Vacation action needed at time employee will begin using Terminal vacation (processed via Leave of Absence webform) 24 Layoffs

25.  Kronos – Axess Timecard  Exempt employees – Kronos & Axess Timecard – leave timecards blank during notification period  Use Terminal Vacation code in Kronos and Axess Timecard during Terminal Vacation period  Non-Exempt employees – Kronos – leave normal work schedule so employee can accrue properly during notification period.  Load Schedule for Kronos during entire notification period  Use Terminal Vacation code in Kronos during Terminal Vacation period  Non-Exempt employees – Axess Timecard – based on the new accrual rules, the schedule can be left blank during the notification period  Use Terminal Vacation code in Axess Timecard during Terminal Vacation period 25 Layoffs (cont’d)

26. QUESTIONS? 26