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.

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.

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.

About This Presentation….

Here’s 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 President’s

office and department leadership. – This presentation is about understanding the changes.

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.

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.

Accessing the System

To access Info About HR:

Available from any internet connection!

http://www.asu.edu/hr

New forms will be available 7/2

ALL information about HCM can be found here.

To access Info About HCM:

Available from any internet connection!

http://hcm.asu.eduAll info presented today is available here

FAQsNew pay date calendarsPay check estimatorCommunicationsReference & Resources

Visit often! Changes are happening rapidly

Employee Self Service Portal Access

www.asu.edu/interactive

Employee Self Service Menu

Viewing Your Personal Information

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))

View and Update Your Information

Click on Employee Self service, Personal Information, (Log in)

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)

View and Update Your Information

In each screen, you can change, edit, add, delete and save your changes.

Payroll and Compensation

What’s 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.

Payroll and Compensation

Employee Self service -> Payroll and Compensation

Payroll and Compensation

Employee Self Service -> Payroll and Compensation -> 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.

Payroll and Compensation

Direct Deposit will roll over into the new system automatically.

You can have up to four direct deposit transactions.

Employee Self Service -> Payroll and Compensation -> Direct Deposit

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!)

Payroll and Compensation

Employee Self Service -> Payroll and Compensation -> 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)

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?

Benefits

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

Declaration of Change

• 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!)

Benefits

Leave of Absence Request

• www.asu.edu/hr/forms• Use this form in 2007

– Extended Leave– Family Leave– Military – Parental Leave– Sabbatical– Workers Comp– Administrative Leave

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

COVERAGECOVERAGE CURRENT CURRENT Per PayPer Pay

NEW PER PAYNEW PER PAY8/16 – 12/318/16 – 12/31

NEW PER PAYNEW PER PAY1/1 – 5/151/1 – 5/15

Single EPOSingle EPO $17.65$17.65 $11.54$11.54 $17.83$17.83

Family EPOFamily EPO $88.24$88.24 $57.69$57.69 $89.16$89.16

Single PPOSingle PPO $98.82$98.82 $64.62$64.62 $99.86$99.86

Family PPOFamily PPO $275.29$275.29 $180.00$180.00 $278.18$278.18

Benefits

Less than 12 Months With Pre-Collect

12-Month Pay Schedule (Fiscal)

COVERAGECOVERAGE CURRENT PER PAY CURRENT PER PAY NEW PER PAY NEW PER PAY

Single EPOSingle EPO $ 12.50$ 12.50 $ 11.54$ 11.54

Family EPOFamily EPO $ 62.50$ 62.50 $ 57.69$ 57.69

Single PPOSingle PPO $ 70.00$ 70.00 $ 64.62$ 64.62

Family PPOFamily PPO $195.00$195.00 $180.00$180.00

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.

Benefits

Requesting Paid Time Off

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.

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

Requesting Paid Time off

Requesting Paid Time Off – Exempt (Salaried)

Employee Self Service -> Time Reporting -> Time Sheet

Requesting Leave for Non-Exempt (Hourly)

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

time administrator

Request for time off

New Pay Date Calendar

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!).

– 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.

Change to the Pay Date Calendar

Week 1 Week 2 Week 3 Week 4

Current System Paycheck here

Is for these two weeks

Week 1 Week 2 Week 3 Week 4

Lagging Week SystemPaycheck here

Is for these two weeks Lagging Week

Change to the Pay Date Calendar

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

paycheckNext

“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

Next Two week pay period

Next Two week pay period

Transition to the Pay Date Calendar

Semi Monthly to bi weekly

Pay for 4 weeks - 2

pay periods

Adjusted first bi-weekly

paycheck(normally on

June 20)

Adjusted bi-weekly

paycheck(normally on Aug 3)

Regular bi-weekly

paycheck

Transition to the Pay Date Calendar

Bi weekly to Bi weekly

Adjusted bi-weekly paycheck(normally Aug 17)

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

Change to 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.

Why Change the Pay Date Calendar?

Record Time

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.

Record Time for Non-Exempts

Record Time for Hourly Employees

Employee Self Service -> Time Reporting -> Web Clock

• “In” – Morning• “Meal” – Lunch Start• “In” – Lunch end• “Out” – end of day• (Not using punch

type “Break”)

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 – you’re being paid according to the fair labor standards act!

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)

Where to get help

Where to get more info

• www.asu.edu/hr

• hcm.asu.edu

• Email AskHR@asu.edu

• Call the HCM help desk (480) 965-8700

Next Steps

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_accrual_faq.pdf.

• Find out who your department time administrator is• Information will be rapidly changing!

Check http://hcm.asu.edu often!

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 don’t need the reference guide for future reference, please leave behind for the next session (it’s also available at http://hcm.asu.edu)