HR User Group Meeting
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HR User Group Meeting October 25, 2017
Transcript of HR User Group Meeting
HR User Group Meeting
October 25, 2017
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Agenda
Topic Presenter
Update to Paystubs Stephanie Kidd
Lump Sum Payments Corrie Mimms
Mixing Temp Types Corrie Mimms
InfoPorte Position Changes Ann Sager
Auto Term Process SHRA/EHRA Dave Turner
9.2 Upgrade Megan Keefe
Reminders Ann Sager
Resources, Training, and an Upcoming Event Alex Smith
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Update to Paystubs
Stephanie Kidd
Payroll Manager
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Paystub Changes
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• Three years since ConnectCarolina HR/Finance go-live
• Taking advantage of advanced functionality ConnectCarolina (PeopleSoft) offers.
• Will benefit employees and university as a whole:-Additional and enhanced info for employees-Improves tax risk management for employees residing andworking outside N.C.
Why now?
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Paystub Changes
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• Nothing about pay is changing, just the way the paystub looks.
• The new paystub will have the same information that previous paystubs contained, plus several updates and some additional information.
• Some information will be available for the first time:-Before and after tax deductions-Employer-paid benefits-Federal taxable gross
What does this mean for me?
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Current and New Paystubs at a Glance
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Changes in Appearance
• All information currently in paystub will continue to be included, plus several user-friendly updates and additional information.
• Example at right is SHRA non-exempt paystub.
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Key Differences
UPDATED
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Key Differences
UPDATED
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Key Differences
UPDATED
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Key Differences
NEW
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Key Differences
NEW
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Key Differences
UPDATEDEmployee info section
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Timeline and Next Steps
Updated Paystub Website:Translated versions of memo and quick reference document.
• Detailed example of new paystub and its features.
go.unc.edu/paystub
Coming soon:• Paystub notifications (two
for biweekly and one for monthly) to begin soon.
• Formal Notice to be sent to all employees in advance.
• Digital signage in Facilities spaces
• University Gazette article
Lump Sum Payments
Corrie Mimms
Sr. HR Business Analyst
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Lump Sum Payments
Best Practices for submitting lump sum payment ePARs
• The effective date should be the first day of the pay period
• The ePAR should be submitted in the pay period in which it will be paid– Do not future date lump sum payment ePARs
• The ePAR should be submitted once the work has been completed
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Lump Sum Payments
• What if there are multiple lump sum payments for the same payment type?
– As long as the dates are the same and there are no future dated lump sums, the ePARs will execute without error and pay accordingly
• What about retro lump sums?
– Use the same best practices
– The Work Period Begin and Work Period End dates should reflect the accurate timeframe
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Negative Lump Sum Payments
• What if I entered the wrong payment amount?
– If you need to increase the amount, submit another lump sum for the same payment type and enter the differential
– If you need to decrease the amount, submit another lump sum for the same payment type and enter the differential as a negative amount
• Negative lump sum payments are processed immediately and reflected in the employee’s next check
• Negative lump sum payments should be submitted in coordination with when the dock/reverse should occur
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Lump Sum Payments
• Exception to the first day of the pay period:
– The hire date is not the first day of the pay period (ie. MCD)
• Use the effective date of hire
• Include comments in the ePAR if an effective date other than the first of the pay period is used
Mixing Temporary Types
Corrie Mimms
Sr. HR Business Analyst
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Mixing Temporary Types
• SHRA Temporary employees must be identified as Regular or Intermittent– If an employee has multiple jobs, the temp type should be the same
across all appointments
• Work with departments to ensure the Temp Type is consistent and accurate
• Temp Type field will be added to UNC Employee Information page
InfoPorte Position Changes
Ann Sager
Sr. HR Business Analyst
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InfoPorte Position Changes
• Changes coming early November:
– New Filters (4 new ones)
– Filters – lined-up in a more organized manner
– New Data Field – Action Reason Code
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InfoPorte Position Changes
• Old
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InfoPorte Position Changes
• New
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InfoPorte Position Changes
• Vacancy Status
– Vacant – no active employee in this position
– Filled – has an active employee for a position with headcount of 1 or
has multiple active employees for a position equal to the headcount (ex: head count = 4 and there are 4 active employees in thisposition)
NOTE: only applies to EHRA positions where ALL attributes are thesame (DEPT, SUPERVISOR/REPORTS TO, FTE, FUNDING, etc.)
– Partially Filled – has active employee(s) which is less than theheadcount for the position
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InfoPorte Position Changes
• Position Type
– Regular – permanent position
– Temporary – temporary position
• Type
– Type of position
• Time Limited– Yes/No
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InfoPorte Position Changes
• New field – Action Reason
Auto Termination Process
Dave Turner
Sr. HR Business Analyst
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Current Auto-Termination Process
• Every morning, we automatically terminate any SHRA Temporary or Student with an Expected Job End Date equal to or before the current date.– Does not terminate any employee with an ePAR action in progress or
in Payroll lockout.
We asked if this process should be applied to EHRA Students, and the overwhelming answer was “YES!”
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New Auto-Termination Process
• Every morning prior to office hours, we automatically terminate any SHRA Temporary or Student with an Expected Job End Date equal to or before the current date.– Does not autoterm any employee with a Hire, Job Change, or Status
Change action in progress or in Payroll lockout.
• On the 15th of every month prior to office hours, we automatically terminate any EHRA Student with an Expected Job End Date in or before the current month.– Does not autoterm any employee with a Hire, Job Change, or Status
Change action in progress or in Payroll lockout.
– Does not autoterm Fellow Trainees (Jobcode 800171)
• The new process begins in January.
9.2 Upgrade
Megan Keefe
HR Business Systems Manager
Why Are We Upgrading The System?
The updates reduce accessibility barriersthat make it difficult for many people with disabilities to use ConnectCarolina.
The software upgrade will enable ConnectCarolina to take advantage of new software features in the future. For example, one of the changes we expect to implement in 2018 is a new look and feel that is simple to use, reduces clicks and translates to any mobile device.
The upgrades ensures UNC will be able to receive continuing vendor support for ConnectCarolina.
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HR/Payroll 9.2 Project Schedule - Planned
Project/Phase
HR/Payroll 9.2 Upgrade
Initial Environment Created
Technical Retrofits/Testing
1st Testing Phase - Functional Testing
Fit/Gap Analysis
2nd Testing Phase - Integrated Testing
3rd Testing Phase - Fully Integrated Testing
Final Testing Phase - User Acceptance
Cutover to Production
20182017Aug SepMay Jun Jul Jan Feb MarOct Nov Dec
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HR/Payroll 9.2 Considered Activities
• Provide funding information via related
• Revisit Budget Workflow
• Revisit Student Originator security model
• Revisit "Apply FTE“ to compensation
• Address Affiliate ePar bugs
• Provide Constituency Group inclusion via self service
• Employee Self Service - Request Leave of Absence
• Modify field labels on Position custom tab
• Online Direct Deposit - 9.2 Delivered functionality
• Multistate Withholding Forms (W4) through Self-Service
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HR/Payroll 9.2 Excluded Activities
• ‘Fluid’ Interface for Self-Service pages
• Currently planning to implement 3 – 6 months after HR/Payroll 9.2 go-live
• Online SHRA Position Descriptions
• Full Performance Management Implementation
• PeopleSoft Learning Management Implementation
• Benefits Administration Implementation
• MOD103 Redesign (JCAT / alternate position table)
• Revisit "Apply FTE“ to compensation
• Provide Constituency Group inclusion via self service
• Online Direct Deposit - 9.2 Delivered functionality
• Multistate Withholding Forms (W4) through Self-Service
• Implement Org Chart functionality
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HR/Payroll 9.2 Approved Activities
• Provide funding information via related content on job and position data pages
• Revisit / remove Budget Workflow
• Address Affiliate ePar bugs
• Modify field labels on UNC Position Data page
• (Under consideration) Org chart functionality
Reminders
Ann Sager
Sr. HR Business Analyst
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Reminders
• Term/Rehire– If there is NO break in service (weekends do not count), please do not
process a TERM followed by a REHIRE
• This should be a HIRE/TRANSFER action
One exception: RETIREES
When a permanent employee retires, there must be a TERM action – this stops benefits, retirement, etc. If they return as a temp, it should be a REHIRE
Reminder:
ORP employees RECOMMENDED to have a 30 day break
TSERS employees REQUIRED to have a 6 month break
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Reminders
• Terminations when there are secondary jobs– If an employee is terminating and he/she has secondary jobs which
should terminate as well:
• Process the terminations of the secondary jobs first
• Note: if the compensation is only on the primary job and you are in jeopardy of missing the payroll lockout (and therefore creating an overpayment) – then do the primary job termination first.
Training, Resources, and Upcoming Event
Alex Smith
HR Business Analyst
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Helpful Resources
• http://ccinfo.unc.edu/ – One-stop shop for all your Connect Carolina needs
– Outages/Announcements
– Previous User Group Slides
– Training guides and User Manuals (Onyen Auth)
• Student Originators Guide
• HR Advanced Class
– Don’t forget HR/Payroll Reports Guide under the Reporting Tab
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More Resources/Training
• http://help.unc.edu/ or 962-HELP(4357) Ext 3 (Bus Sys Help)– Technical help or to Create Remedy Tickets for assistance
– As needed requests are escalated to Business Analysts
• We are here to help. Please ask first
• Student Originators Best Practices Meeting– All Student Originators should have received an invite
– Be sure to enroll in the class to make sure you will have a seat
– 3-4:30 on Monday Nov 6
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Questions?
