Common Myths for HR/Payroll Administrators
- Payroll can change object codes.
- Costing will be corrected and updated back to the effective
date on the form.
- Pay Changes: An employee's pay will be corrected
and updated back to the effective date on the form.
- I can update my employees' records by calling the Payroll
Hotline.
- A new paid employee can receive an HUID before their I-9
is submitted.
- The combination of termination and rehire transactions has
the same effect as a transfer.
- I can adjust costing when I create a PeopleSoft form.
- The quickest way to get a new hire processed (other
than students, temporaries, and others hired through the quick-hire
process) is to send each document(e.g. I-9, W4, Direct Deposit) to Payroll
as soon as it is completed.
- The day I enter the information into ASPERIN, WASABI, or
HIRES is the day of submittal to Payroll.
Payroll can change object codes.
Truth: Object codes are predetermined by the combination of
job and earnings codes and are not edited by Payroll.
Costing will be corrected and updated back to the effective
date on the form.
Truth: Costing transactions only impact current and future
pay periods in PeopleSoft, regardless of effective date on the form. All retroactive
adjustments must be done through general ledger journal entries which are the
responsibility of the departments.
Pay Changes: An employee's pay will be corrected and updated
back to the effective date on the form.
Truth: Payroll transactions with effective dates prior to
the current pay period will not generate a retroactive adjustment. All retroactive
adjustments must be done through approved Additional Pay requests which will be
paid in the pay period when the request is received.
I can update my employees' records by calling the Payroll
Hotline.
Truth: Employee records are updated through approved transaction
requests only. Payroll responses to Payroll Hotline requests will identify current
record status and correct only those errors that relate to incorrectly entered
information.
A new paid employee can receive an HUID before their I-9
is submitted.
Truth: Until a new hire transaction is processed for an employee,
an HUID can not be generated. Paid employees can not be hired in PeopleSoft and
receive their HUID until an I-9 is received and entered.
The combination of termination and rehire transactions
has the same effect as a transfer.
Truth: Terminations and rehires impact the benefits status
and eligibility of an employee, frequently triggering automatic false terminations
of benefits. Preempting and/or correcting these situations can require significant
man-hours in Benefits. If an employee with a single, paid, non-temp job is moving
to a new job within Harvard it is critical that a transfer request be created
by the receiving department.
I can adjust costing when I create a PeopleSoft form.
Truth: In order for costing to be valid in PeopleSoft it must
first be created in the Oracle general ledger. Transactions created in feeder
systems trigger the addition of the costing in the general ledger. Forms created
through Harvard websites and forms edited after creation may not match valid costing
in the general ledger which can result in rejected PeopleSoft transactions.
The quickest way to get a new hire processed (other
than students, temporaries, and others hired through the quick-hire process)
is to send each document(e.g. I-9, W4, Direct Deposit) to Payroll as soon
as it is completed.
Truth: The quickest way to get a new hire processed
(other than students, temps, and others hired through the quick-hire
process) is to submit a complete, stapled new hire packet of all transactions
for the employee. The sequence of entering these documents into PeopleSoft
is critical. Direct deposit, personal, and tax information, for example,
reject and cause unnecessary rework if the new hire transaction was
not entered first.
The day I enter the information into ASPERIN, WASABI,
or HIRES is the day of submittal to Payroll.
Truth: The date of submittal for any payroll transaction
is the date the approved/related paperwork is received in Central Payroll.
Currently only successful/complete hire or rehire transactions entered
into these systems add records in PeopleSoft. The status of these employees
is unpaid until hiring paperwork is received and entered by Payroll.
All other transactions entered into feeder systems are entered by Payroll
from paper requests generated from the feeder systems, reviewed and
approved at the TUB level, then submitted to Central Payroll.
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