2. Employee Self Service Start HCM – Human Capital Management

3. 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

4. About This Presentation…. This presentation contains the facts about the transition from HRMS to HCM: –What the changes are –Why the changes are being made –How they will affect you You may strongly agree or disagree with these changes. Two of the items are significant changes: –Changes to recording hourly work –Changes to the Pay Date calendar for everyone

5. This Presentation is: NOT an open forum to discuss the merits of the changes! (The system changes have been agreed to by the President’s office and department leadership.) NOT a place to vent your strong support or disagreement with the new changes. NOT a place to attempt to change the system with the strength of a cleverly-worded question.

6. 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.

7. Don’t shoot the presenter! And last: (S)he has volunteered to deliver this message and learned the content only a few weeks before you did! This person is not responsible for the decisions and can cannot change the system no matter how passionate your argument. Ground Rules

8. 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 Non-Exempt – From today forward, those employees who are paid hourly. Employee Self Service – the portal where you access your data in HCM.

9. Accessing the System

10. To access Info About HR: Available from any internet connection! http://www.asu.edu/hr

11. To access Info About HCM: Available from any internet connection! http://hcm.asu.edu/human_resources

12. 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 http://??

13. Accessing Your Personal Information

14. 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.

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

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

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

18. Payroll and Compensation

19. What’s new? You will be able to see pay information on-line. –view checks and advices online (beginning July 16, 2007) –make changes to W-4 forms (non-resident aliens excluded) –request direct deposit.

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

21. 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.

22. 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

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

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

25. And request a W-2 Payroll and Compensation

26. 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. Why are we Changing to ePay?

27. Benefits

28. The new system will be available as follows: –July 2007 for new-hire enrollments –August 2007 for Open Enrollment elections –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

29. Declaration of Change www.asu.edu/hr/forms Declaration of change form Benefits

30. Leave of Absence Form www.asu.edu/hr/forms Request for Leave of Absence Benefits

31. Most benefits will be effective the first of the next pay period 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 will be viewable online in July. Dependent info and beneficiary information will be updatable in Open Enrollment, next opportunity will be January. Benefits

32. Requesting Paid Time Off

33. 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 paper form available at www.asu.edu/hr/forms and turn it in to the Department Time Admins.www.asu.edu/hr/forms Department Time Admins will enter requests in the online time sheet.

34. 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

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

36. Requesting Leave for Hourly Request for paid Time off www.asu.edu/hr/forms

37. New Pay Date Calendar

38. 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!).

39. –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

40. 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

41. Last Semi- Monthly pay check Normal first bi-weekly paycheck would have been 3 weeks later Adjusted first bi- weekly paycheck (2 weeks and weekend) Next “Normal” bi-weekly paycheck Adjusted bi- weekly paycheck Next “Normal” bi-weekly paycheck Adjusted bi- weekly paycheck Regular bi- weekly paycheck First two week pay period in the new pay date calendar Next Two week pay period Transition to the Pay Date Calendar

42. 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, 2007July 15, 2007July 20, 2007 FRIDAY July 16, 2007 MONDAY 4 days early July 16, 2007July 29, 2007August 3, 2007 FRIDAY July 31, 2007 TUESDAY 3 days early July 30, 2007August 12, 2007 August 17, 2007 FRIDAY August 15, 2007 WEDNESDAY 2 days early August 13, 2007August 26, 2007August 31, 2007 FRIDAY True lagged biweekly pay date As scheduled Change to the Pay Date Calendar

43. 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?

44. Record Time

45. Record Time for Hourly Employees Hourly (non-exempt) employees will record their time using the web-clock application. The application 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 pay period, the Department Time Administrator will run a process to convert your Recorded Time into payable time, applying University policy and FLSA rules.

46. Record Time for Hourly Employees Employee Self Service -> Time Reporting -> Report Time-> Web Clock

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

48. 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.

49. 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)

50. Where to get help

51. Where to get more info www.asu.edu/hr www.hcm.asu.edu/human_resources Email AskHR@asu.eduAskHR@asu.edu Call the HCM help desk (480) 965-8700

52. Next Steps

53. 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 HCM site for the latest information about HCM.

54. PLEASE, “Get on the Bus” Change is hard! You may have strong feelings about the changes. You can affect how difficult or easy the transition will be for your department. We all can choose to create discord, or we can choose to help our departments manage the change smoothly and easily. HCM

55. PLEASE, “Get on the Bus” All those who want to be helpful can “Get on the Bus” with the rest of us…. We hope you will all be there. HCM