HRMS Users’ Group

11/9/06, 1:30-3:00 p.m.

Clark Center Auditorium

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Agenda

• Temporary/Casual presentation (Colleen Foglesong and Maria Inciong, 30)

• New Psoft Reason Codes (Shawna Blunt, 5)• Kronos – New Leave Codes (Shawna Blunt, 5)• Kronos – Historical Edits (Elise McMath, 10)• Payroll – Year End (Kelly Wright, 15)• Trovix – Roles and Permissions (Agnes Veith,

10)

Temp/Casual (Non-Academic) Compensation System

Presenters:

Colleen Foglesong, University Compensation

Maria Inciong, HR Information Systems

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Topics• Presidential Advisory Committee on Workplace Policies

Recommendations• New Compensation System Developed

– Who’s Included, Who’s Excluded– Temporary/Casual Job Codes– Student Job Codes

• Casual Positions to be Converted– Timing for Casual Job Record Updates

• Changes to PeopleSoft HRMS with Screen Shots• Reporting• Reminders• Summary

5

Presidential Advisory Committee on Workplace Policies

• Group commissioned by President Hennessy to review and make a series of recommendations regarding policies and practices that affect Stanford University employees

• The Committee developed several recommendations, including:– Implement classification and pay system for non-academic

temporary and casual positions• Temps can work 50% time or more, for no more than six months (four

months if performing technical, maintenance, or service duties) no matter the number of departments; not regular staff

• Casuals may work less than 20 hrs/wk, for indefinite time period (four months or longer if performing technical, maintenance, or service duties); not regular staff

– See Admin Guide 23.1 (General Personnel Policies, Definitions)– HR to monitor use of temps and casuals and report annually to

President

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New Compensation System Developed

• Based on the recommendations of the Committee, University Compensation has developed a new classification and pay system for temporary and casual (Non-Academic) jobs.

• There are six Classification Groups and three Responsibility Levels within each Classification Group. Each Responsibility Level has an associated pay range.

• The new system is effective November 16, 2006, for all newly hired temporary and casual (Non-Academic) employees.

• HR Managers/HRG are/is responsible for the implementation, communication, and ongoing administration of the new system in their school/area.

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Temporary and Casual Employee Groups Included / Excluded

Employee Group Included Positions Excluded Positions

Employees in Temporary and Casual jobs

Non-Academic Classifications:

• Administrative/Operational• Other Professional• Managerial• Technical/Paraprofessional• Service/Maintenance• Skilled Crafts

Academic Job Classifications:

• Faculty, Other Teaching, and Academic Staff

Stanford Students

High School Students

The new Temporary and Casual (Non-Academic) Compensation System is to be used as follows:

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Temporary/Casual (Non-Academic) Job Codes

Below are the primary job codes and corresponding position numbers to be assigned to employees included in the new system

Classification Group

Job Code(s)Position #

for PS HRMS

Administrative/Operational 9150 Temp Non-Exempt8945 Casual Non-Exempt

0000915000008945

Other Professional 9150 Temp Non-Exempt8945 Casual Non-Exempt

0000915000008945

Managerial 9150 Temp Non-Exempt8945 Casual Non-Exempt

0000915000008945

Skilled Crafts 9152 Temp Tech Maint Service8941 Casual Tech Maint Service

0000915200008941

Service/Maintenance 9152 Temp Tech Maint Service8941 Casual Tech Maint Service

0000915200008941

Technical/Paraprofessional 9152 Temp Tech Maint Service8941 Casual Tech Maint Service

0000915200008941

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Student Job CodesTwo new job codes added to correctly classify students

Classification Group Job Code

When to Use Position # for PS HRMS

Stanford Student Employee 9100* Use for matriculated undergrad or grad student (actively enrolled) working part-time during academic year

00009100

Stanford Student-Summer 9154 (NEW)

Use for SU student not actively enrolled; can work full time (e.g., summer job)

00009154

High School Student (under 18) 9153 (NEW)

Use for high school students in any temp or casual position; see rules on work permit

00009153

• For non-Stanford college students (or Stanford students who have graduated), use the appropriate Temp or Casual job code (see previous slide)

*There are several other job codes specific to Stanford students that you should continue to use.

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Effort Underway to Classify Employees

• Existing casual employees are being classified and will be converted to the new compensation system via an upload to PeopleSoft HRMS

• Existing temporary positions are not being converted to the new system as their positions have an end date– Starting 11/16/06, the Classification Group and Responsibility

Level must be assigned to temporary and casual new hires

• Check with your Human Resources Manager/Human Resources Group to learn how the process will work in your school/area

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Casual Job Record Updates

• After casual records are updated through a batch upload to PeopleSoft HRMS:– If a casual employee will receive a pay rate change as a result of being correctly

classified, that change is recorded on its own row:• Complete an Employment Update web form for a Pay Rate Change. The Reason is CWP

(Contingent Worker Pay Change). Note on STF Remarks that the pay rate change is due to the Conversion to the new temporary/casual compensation system.

– If a casual employee will receive both a pay rate change and a job code change, that change is recorded on one row (not two separate transactions):

• Complete an Employment Update web form for a Change Position Number, enter the new job code (shared position number). The Reason is MOV (Job Movement). Include the new pay rate. Note on STF Remarks that the job code and pay rate change are due to the Conversion to the new temp/casual compensation system.

• Review Standard Hours:– Casual positions cannot have Standard Hours of 20 or more!– Moving forward, casual job codes will default to 10 Standard Hours, so review and

set the Standard Hours correctly (from 1 to 19)– Use the Standard Hours Report (PS_HR034) located in ReportMart1 > HR, Payroll,

Benefits Systems > Job Information. Process query by Work Assign Deptid.

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HR Policy on Temporary/Casual Position to a Regular Staff Position

• A change from a temporary or casual job to a regular or fixed term job requires:– the temp or casual position must be terminated– the individual must be rehired using the regular staff

hire process

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Timing of ChangesChange Employee Group Timing

Casual records converted to new compensation system

Casual employees only (approx. 2,000)

Now; batch upload to be done on 11/10/06 with an Effective Date of 11/16/2006.

New Temporary/Casual Classification Group and Responsibility Level fields in PS HRMS

Job records for employees in temporary and casual jobs

Now; revised job aids available at https://hradmin.stanford.edu Located in Management Resources > HR Administration.

Use new Temporary/Casual fields in PeopleSoft HRMS

All employees hired to temporary or casual jobs

Starting 11/16/06, new hires to temporary or casual jobs are required to have the Classification Group and Responsibility Level identified on the job record.

Pay rate changes based on new Classification Group, Responsibility Level, and Pay Range

Casual employees whose job records were converted to new compensation system

Complete an Employment Update web form with an Effective Date of 11/16/06 or later (employee will see new pay on 12/07/06 payday), use Reason CWP, and add Remarks.

Pay rate change + job code change not converted in batch upload

Casual employees whose job records were not converted in batch upload and must now be updated

Complete an Employment Update web form with an Effective Date of 11/16/06 or laterr, use Action Change Position Number and Reason MOV. Update Compensation and add Remarks.

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Changes in PeopleSoft HRMS

• Two new fields with pick lists added 10/24/06 for PS HRMS Web Forms Expert Users on Job Data > STF Remarks page:– Classification Group: Temp/Casual Class Group– Responsibility Level: Temp/Casual Resp Level

• Job Aids revised and posted on HR Admin website• HR Web Forms Originators and Approvers will not see the two

new fields, but Expert Users will– If you are an Expert User, check with your HRM/HRG to

determine how you will obtain the determination of the Classification Group and Responsibility Level

– If Classification Group and Responsibility Level not selected for a Temp or Casual job code, you will get a warning message

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00000999 Stanford, Leland

Screen Shot 1: HR Web Form/Originator

On web form, enter correct Job Code, Standard Hours, and other job data.

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Screen Shot 2: HR Web Form/Originator

00000999 Stanford, Leland If known at origination, enter Classification Group & Responsibility Level in Remarks on Compensation tab.

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Screen Shot 3: Job Data/Expert User

Stanford, Leland 00000999

New fields on STF Remarks page

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Screen Shot 4: Classification Group/Expert User

After clicking the Lookup button next to the Temp/Casual Class Group field, these are the options:

After clicking Lookup next to Class Group field, the six Classification Groups are displayed. Select the approved Classification Group.

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Screen Shot 5: Responsibility Level/Expert User

After clicking the Lookup button next to the Temp/Casual Resp Level field, these are the options:

After clicking Lookup next to Resp Level field, the three Responsibility Levels are displayed. Select the approved Responsibility Level.

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Screen Shot 6: Completed Job Data/Expert User

Stanford, Leland 00000999

Class Group & Resp Level selected. Don’t forget the STF Reports To field!

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Screen Shot 7: Warning Message/Expert User

After you click Save for a Temporary or Casual hire, if the Classification Group and Responsibility Level have not been selected, a Warning Message will display.

• Click OK

• Click back on STF Remarks to select the Classification Group and Responsibility Level

• Click Save again

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Approvals

• Depending on local practices, when an HR Web Form is originated:– Enter the Classification Group and Responsibility Level in the Remarks

• Note: New fields for Classification Group and Responsibility Level on STF Remarks page do not appear for HR Web Forms Originators

– Add your HRM/HRG Rep (or a designee that’s been communicated) to the list of HR Approvers on the Approvers tab

• This helps in two ways: – First, if your HRM/HRG Rep is the person who makes the Classification

Group and Responsibility Level decision, adding them as an approver will tell the Expert User the HRM/HRG Rep is aware of the Class Grp and Resp Level to be entered

– Secondly, HRMs/HRG are/is responsible to implement the system correctly in their school/area and must be informed about who is being hired

• Remarks must specify who approved the Classification Group and Responsibility Level; enter:

“Approved by: ___________________________ (name of approver)”

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Screen Shot 8: Add Approver

Doe, Jane

Smith, James

Originators can easily add an additional HR Approver:

Insert a row and enter the Empl ID of your HRM/HRG contact, or click Lookup to find the person by name

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Reporting

• Human Resources Information Systems will provide reports on a monthly basis to HRMs/HRG with Temporary/Casual data, including:

– Classification Group– Responsibility Level– Rate of Pay– Hours worked– STF Reports To– Other departments where employee works

• Missing data will be obvious

• Temporary/Casual Report (PS_HR053) will be posted in ReportMart1 (minus hours worked) so you may run it yourself. For Hours Worked, use the Contingent Hours Report (PS_HR001) or the Kronos Hours by Labor Acct Reports. HR reports are located in HR, Payroll, Benefits Systems > Job Information, Kronos reports are located in the Time-Leave Reporting category.

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Reminders

• Pay attention to the warning message about the appointment end date – Some appointment end dates go back to 2003, and must be

updated

• Pay Rate Changes for temps and casuals MUST have a Reason of CWP; do not ever use MER, MAR, or EQY as those are for regular staff

• Enter STF Reports To field with the Position number of the supervisor on the Remarks Page– Use the looking glass to look up the position number using the

supervisor’s Empl ID or Name

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Summary• Beginning 11/16/06, all temporary and casual employees will be hired using

new classification system– Your involvement in the process is dependent on local management decisions

about how temps and casuals are handled in your area– Casual job records being converted to new system with correct Classification

Group and Responsibility Level with an Effective Date of 11/16/06– Current Temp job records are not being converted as their jobs have end dates

• New Temp hires must be classified if they have hire/rehire dates with an Effective Date of 11/16/06 or later

– Standard Hours for Casuals will be cleaned up, with 10 hours set as the default. All active casuals with 20 Standard Hours will be set to 10 hours.

• HRMs are responsible for ensuring that casual employees whose pay was changed as a result of their position being classified in the new Temporary and Casual (Non-Academic) Compensation System are notified

– Please direct employees with questions to your HRM/HRG office or follow the local process that has been communicated

• Monthly report being generated with all temps and casuals; missing information will be apparent

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New/Updated Action-Reason Codes

Reason Code Long Description Usage/Comments

LWLLong Term Disability Wage

LossDMS Use Only – EE has returned to work less than full time from a

Long Term Disability and is still receiving partial disability benefits

SWLShort Term Disability Wage

LossDMS Use Only – EE has returned to work less than full time from a

Short Term Disability and is still receiving partial disability benefits

WWLWorkers Compensation

Wage Loss

DMS Use Only – EE has returned to work less than full time from a Workers Compensation lost time claim and is still receiving partial WC benefits

FWLFam Temp Disability Wage

Loss DMS Use Only – EE is working less than full time while using Family

Temporary Disability and is still receiving partial FTD benefits

LTP Pending LTD ApprovalDMS Use Only – EE has reached their 91st day while on disability and

their LTD claim is still pending

RSP Special CircumstancesTermination code description revision of Resign-Special

Circumstances. Consult with HRM/HRG for proper usage

ABNOther Involuntary

TerminationTermination code to use when EE does not come to work and fails to

notify department “they quit” (if EE ‘quit’, use Quit Without Notice)

APAAcad Staff/OT Pay

AdjustmentPay Rate Change to use when increasing or decreasing salary for

Academic Staff and Other Teaching employees ONLY

TVC Terminal Vacation Coming Soon

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New Kronos Pay Codes

Leave Code Description Usage/Comments

Family SickAvailable to all Kronos users. Used to track Family Sick days/hours as

described in Admin Guide Memo 22.6.2e.1

Leave – VacationDMS Use Only – To denote salary continuation while on disability, Workers

Comp, FMLA, or FTD

Leave – PTODMS Use Only – To denote salary continuation while on disability, Workers

Comp, FMLA, or FTD

Leave – Floating Holiday DMS Use Only – To denote salary continuation while on disability, Workers Comp, FMLA, or FTD

Leave – HolidayDMS Use Only – To denote salary continuation while on disability, Workers

Comp, FMLA, or FTD

Leave – Family SickDMS Use Only – To denote salary continuation while on FTD (for family

health)

Leave w/o Pay – Vendor BenefitDMS Use Only – To denote benefit amount from vendor while on disability,

Workers Comp, or FTD

Sick – Short Term, Sick – Long Term, Sick – Workers Comp

DMS Use Only – To denote salary continuation while on disability or Workers Comp

For Accrual Purposes OnlyDMS Use Only – To calculate leave accruals for Bargaining Unit and Exempt

employees on leave

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Historical Edits

• Look at previous pay period’s timecard to see the original entries

• In the current pay period, make Historical Edit using correct method – “Add Historical Amount” if timecard was blank and

entry needs to be added (example: Exempt employee failed to enter leave)

– “Move Historical Amount” if timecard has entries that were incorrect and need to be changed (example: Non-Exempt employee currently shows Salary and should be Vacation)

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• Do Not– Add hours for a previous pay period into the

current pay period timecard. This falsifies the record and often leads to overpayments due to incorrect Overtime calculations

– Reset an employee’s accrual balances instead of performing a Historical Edit, when hours have been missed from a previous pay period!

Historical Edits

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Historical Edits

• Do not check “Include in totals for effective date” box– Any missed pay must be paid through

PeopleSoft (Off-Cycle Check request or Supplemental Pay web forms) in addition to the Historical Edit

• Payroll sends all Vacation and Disability Sick Historical Edits (HEs) to Oracle on a monthly basis for accounting adjustments

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Historical Edits

• Use the transfer line to specify accounts in the following scenarios:– If the employee has more than one leave eligible job

and took Vacation or Disability Sick, specify which job the leave applies to by entering the Org / PTA combo

– If the employee is hourly and a credit should go to something other than their default account (specify account or LD)

These will assure the credits from the central pool are applied to the right accounts

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Historical Edits

• Performing the correct HE is important. When entries are wrong:– Non-exempt employees over/under accrue

• If 8 hours Salary entered in timecard and 8 hours of Vacation are Added via HE (instead of Moved) - employee has 16 hours on that day and over accrues

– Accounting entries in Oracle are wrong• Incorrect job or PTA credited for Vacation/Disability Sick

– Performing resets instead of HEs doesn’t correct accounting systems or give credits to your PTA(s) for leave taken

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Historical Edits

• Certain HEs are causing a “Lock Adjust” to appear in the system– This is a system problem caused by a service

pack update and we are working with Kronos Global to resolve

– Perform a move to reverse the entry– Send a help ticket to Kronos team if you need

assistance

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Email List to be Split

• We will be splitting the KronosV5 mailing list into two distinct lists– Users will get more role appropriate e-mails.

• For example, “Pay From Schedule” e-mails will only go to the TLA, as this function is performed by the TLA rather than the TLS

– Do not be alarmed if a TLS doesn’t get the same e-mail sent to a TLA

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Winter Closure Payroll

• Payday will be Tues, 12/19• Accelerated deadlines

– Paper forms Noon on Fri, 12/15– Kronos Noon on Sat,

12/16– PeopleSoft entries 9pm on Sat, 12/16– PeopleSoft Lockout Sun, 12/17

• Other deadlines are posted at http://co.stanford.edu/payroll_manual/deadlines.html 

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Winter Closure Payroll – Paycheck Distribution

• Online Pay Statements (axess.stanford.edu)– Available to all employees, including those who receive live

checks, on Mon, 12/18– Ask employees to verify pay as soon as possible

• Direct Deposits– Post on Tues, 12/19 by 5PM– Paper advices, for those who have opted for a paper advice,

will be distributed to departments after the winter closure on 1/3/07

• Live Checks– Will be mailed to employees’ mailing address on Mon, 12/18– Ask employees to verify their mailing address at StanfordYou– No will call hours for these checks

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Winter Closure PayrollDirect Deposit

• Encourage employees to sign up for direct deposit! 

• Payroll will attach fliers to all live checks for the 11/15 payroll explaining that checks will be mailed and encouraging employees to sign up for direct deposit

• Direct deposit enrollments, both online in Axess and paper forms submitted to Payroll, will be accepted through 12/15 

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Winter Closure Payroll Checking Gross Pay & Corrections

• Gross Pay Report available on Monday, 12/18– Plan staffing to verify employees’ pay and make corrections

• Payroll is open during normal business hours on 12/18 & 12/19 to process requests for missing pay or to correct overpayments. Limited Payroll staff will be available on 12/20 via HelpSU

• All requests must have appropriate departmental approvals – Payroll cannot cut a check without departmental approval– Plan how to handle employee pay issues through payday on 12/19

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Winter Closure Payroll Year-End Bonuses

• It is strongly advised that year-end bonuses be issued on the 11/30 pay period, so that employees can receive the bonuses while they are at work and while there is time for correction of any errors or omissions. 

• Any bonuses to be paid in the 2006 tax year must be submitted on paper form by Noon on 12/15 or by loading a Supplemental Pay Webform by 9PM on 12/15.

• Payroll will not be able to process requests for off-cycle bonus checks received after Wed, 12/13, for payment during tax year 2006

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Winter Closure Payroll Terminations

• Submit termination paperwork by 12/13 for employees who are terminating from 12/18 through the end of winter closure 

• Payroll needs to cut as many checks as possible by 12/15 to focus on processing and corrections for the 12/15 payroll

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Winter ClosurePayroll Help

• Critical Pay Issues– Leave a voicemail at 650-723-2259 for critical

issues • Critical calls returned within 24 hours on 12/21-22

& 12/27-29

– Definition of critical: someone will go to jail if Stanford does not handle the payroll issue

• Submit all other items, to be addressed after Winter Closure, through HelpSU

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12/31 Payroll is a New Tax Year

• 12/15 pay period is last for tax year 2006 – Return uncashed checks– Complete repayments of overpayments for proper tax

treatment for employees

• 12/31 pay period is first for tax year 2007 – FICA and VDI taxes are withheld again (for those

employees that reached the max in 2006)

– 2007 Benefits deductions are taken

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2006 W-2 Schedule• Through January 10, 2007 Employees can opt for online W-2

presentment in Axess

• January 19, 2007 2006 W-2 Forms available for those who have opted for online presentment

• January 29, 2007 Paper W-2 Forms mailed to employees who have not opted for online presentment

• February 15, 2007 2006 W-2 paper reprints available

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Winter Close 2006

Sunday Monday Tuesday Wednesday Thursday Friday Saturday

Dec 10 11 12 13Deadline for Termination and Off-cycle checks needed prior to 1/2/07

14 15- Paper forms by noon

- Direct deposit forms by 5pm

16- Kronos by noon

- PS Trans by 9pm

17PS Lockout

18- Online Pay Statements

- Gross Pay Reports

- Live checks mailed

19

Payday- Direct deposits post by 5pm

20Limited Payroll Staffing via HelpSU

21 22 23

24 25 Holiday 26 Holiday 27 28 29 30

31 Jan 1

Holiday- PS Trans by 9p

- Paper Forms by noon

2- Kronos by Noon

- PS Lockout

312/15 pay advices distributed

4 5

PaydayNew year for:

- FICA/VDI

- Benefits deductions

6

46

Holidays in Kronos

• Exempt salaried employees, full and part time, don’t track holidays– Dec. 25, Dec. 26, and Jan. 1 should be blank

• Non-exempt full time employees granted 8 holiday hours automatically

• Non-exempt part time employees granted holiday hours based on system calculations – see next slides for more information

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Kronos Holiday for Part Time Employees

• Kronos will determine the eligibility of Part Time employees and insert the Holiday credit onto the timecard

• The system will perform these calculations by looking at the previous 7 days of the employee's timecard.  If the employee worked (or took accrued time off) for a total of 20 hours or more in the previous 7 days, the system will grant Holiday time 

48

Kronos Holiday for Part Time Employees (cont’d)

• To determine how many hours of Holiday credit to give an employee, Kronos compares the day of the week that the Holiday falls on with that same day in the previous week 

• For example, if an employee worked 4 hours on the previous Friday and the holiday falls on a Friday, it will grant 4 hours of Holiday credit

• If the system Holiday grant needs to be adjusted manually, please follow the instructions at http://co.stanford.edu/images/pdf/kronosv5/mod5_timecards.pdf (under “Paid Holidays”, page 19)

49

Borrowing for Winter Close• Vacation: Employees may not use vacation before it has been

credited, except for borrowing up to the amount the employee would normally accrue in one month to cover time that would otherwise be unpaid during winter closure. (AGM 22.5, Vacations, 2.a, http://adminguide.stanford.edu/22_5.pdf)

• PTO: Employees may “borrow” up to their full amount of PTO before it is credited to cover time that would otherwise be unpaid during winter closure. (AGM 22.7, Miscellaneous Authorized Absences, 1.d, http://adminguide.stanford.edu/22_7.pdf)

• Floating Holiday: Employees may “borrow” up to their full amount of floating holiday before it is credited to cover time that would otherwise be unpaid during winter closure. (AGM 22.12, Paid Holidays, 5.b, http://adminguide.stanford.edu/22_12.pdf)

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How to Enter Borrowed Time

• Enter like normal usage. System will be programmed to allow overdrafts for December only– Overdraft programming will be entered into the system after the

11/30 payroll has run. Any departments requiring entry for shutdown before 12/05/2006 will need to make an allowance for borrowed time to be entered after the 5th

• Employees who are negative because of borrowed time will have the difference subtracted– Floating Holiday and PTO from Jan. 2007 grants– Vacation from their December 2006 grant

51

Kronos & Winter Holidays

• On 11/30 perform Pay From Schedule for 12/01 - 12/31

• Do January’s punches in 2007– No system error if punch after pay period begins

• The extra paid day off during winter close should not be coded in Kronos as a holiday– Treat like normal work day

• Exempts are blank• Non-exempts leave their normal schedule in for that day

- the “assignment” is to be home for the day

52

Questions?

Please submit a HelpSU ticket

Kronos• Request Category: Administrative

Applications• Request Type: Kronos

Payroll• Request Category: Central Offices• Request Type: Payroll

53

Trovix Roles

• The roles noted below are defined by Trovix and noted in order of system permissions from least to highest– User– Hiring Manager– Staff/HR Representative (HR Rep)– Recruiter (OSE staff only)– Administrator (OSE staff only)

54

Trovix Permissions

• Users - An individual who receives notices from Trovix when included in a “Watch List” (candidate and/or requisition). In this instance, the system (Trovix) reaches out to the individual based on the information designated on the “Watch List”. Watch list designation should be granted by individuals with Staff/HR Rep permissions. This permission does not allow the individual to access or log into Trovix.

55

Trovix Permissions (cont’d)

• Staff/HR Rep - an individual who is able to access Trovix by logging into the system. In this role, the individual has access to requisitions for specific departments only. The departments associated with this individual are defined by her/his PeopleSoft(PS) department access. Individuals with this role are able to do the following:– Create a requisition– Post and/or remove the position posting from the Stanford jobs

web site– Set up a watch list– Rate candidates– Forward candidate resume and cover letter– Save notes on both a candidate and a requisition– Change the status of a requisition

56

Trovix Permissions (cont’d)

• Hiring Manager - an individual who is able to access Trovix by logging into the system. In this role, the individual has access to requisitions assigned to her/him by the HR Representative (HR Rep). Individuals with this role are able to do the following:– Rate candidates– Forward candidate resumes and cover letter– Save notes on both a candidate and a requisition

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Granting Permissions

• An employee must be granted permission to interface with the Trovix system. Permissions are granted by the submission of a HelpSU ticket. The HelpSu ticket must contain the following information:– Name of the employee who is to be granted access– The employee’s SUNet ID– The role the employee will be given

• Once the correct permission has been granted, the HR Rep must associate the employee with the requisition– This is done by going into the requisition panel and including the

name of the employee with the requested role. If this is not done, the individual will not be able to “see” the requisition even though he/she has been granted Trovix permissions.

58

Trovix On-Line Information

• OSE Intranet Site: OSE.stanford.edu

• Trovix Roles and Permissions

• HRA/HRM and Hiring Manager Frequently Asked Questions

• OSE Candidate Status Rating Definitions