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What the forms are not: How will HIRES work? When a position has been filled on HIRES, the local HR office will print the HIRES form and send it to FAD Payroll, where the hiring process will be completed. The data in HIRES will have already populated PeopleSoft; FAD Payroll will only need to verify the required documentation and activate the appointment.
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| Item | Description | Item | Description |
 |
"Breadcrumbs" show the navigation path you've taken. |  |
Print completed online forms or blank copies. |
 |
Click the tabs to navigate to different sections of the form. |  |
Click "Save" to save all changes. |
 |
Use drop-down lists to select valid values. |  |
Search for a previously saved form. |
 |
Use value lookups to select valid values. |  |
Click "Add" to open a blank new form. |
 |
Asterisks indicate required fields that must be completed. |  |
Click these links as an alternate way to navigate to different sections of the form. |
Which form should I use?
When PeopleSoft goes live, there will be eleven new online forms to initiate various personnel actions. They are listed in this table.
|
Use this form...
|
To perform this action...
|
Things to remember: |
| New Hire |
Hire a new employee with no prior Harvard service Rehire an employee with prior service who terminated before 01/01/02 |
If the employee is not a US citizen, a Foreign National Information Form (FNIF) must accompany the New Hire form. The FNIF is available on ABLE at http://able.harvard.edu/forms/fnif.pdf. The Appointment End Date field should be used whenever applicable. All temporary employees must have an appointment end date no greater than three months post-hire. |
| Rehire | Rehire an employee who terminated after 01/01/02 and therefore has a converted record in PeopleSoft |
Upon hiring an employee, local departments are required to ask if the person has ever worked for Harvard University. Rehires will retain their original Harvard ID so that they may receive credit for all their years of service to Harvard. If an employee with prior service has been a Harvard employee for less than one year, new I-9 documentation is needed. |
| Add Concurrent Job | Hire a Harvard employee into an additional (concurrent) job |
Additional jobs should not be confused with extra compensation for the performance of a short-term or one-time service. |
| Transfer | Transfer a current Harvard employee from one department to another | Temporary employees cannot transfer; they must be terminated and rehired. |
| Emergency Contact | Add or change emergency contact information |
Emergency contact information is not effective-dated, meaning that historical information cannot be stored in the system. Current employees will be able to update emergency contact information themselves, once this update capability is available in Employee Self Service (planned for January 2003). |
| Personal Data Change |
Update name and addresses (home, office, or check distribution) Add or change a home email address |
Employees will be able to update most personal data elements online themselves, once this update capability is available in Employee Self Service (planned for January 2003). Caution: Any significant change in personal status that affects benefits eligibility (birth of a child, marriage, divorce, etc.) must be directly communicated by the employee to the Benefits Services Group at OHR. |
| Job Data Change |
Change salary/hourly pay rate Update job code Change time status Add or update costing data |
A promotion or demotion is within the same department, otherwise it is considered a transfer. A change to an employee's standard hours (defined in the following article) will affect FTE and therefore compensation. Make sure standard hours, FTE, and annual salary are all correct. There will be a customized term appointment process whereby tubs can run reports of their upcoming term appointments and send any necessary changes to FAD Payroll on a spreadsheet. |
| Nondisability Leave of Absence |
Place an employee on paid or unpaid nondisability leave Return an employee from nondisability leave |
The "Expected Return Date" field is for information purposes only. It does not initiate any actions in the system. Each action (placing an employee on leave and returning the employee from leave) requires a separate form. If the return date is known, both forms may be submitted at the same time, with the return form effective-dated appropriately. |
| Additional Payment: One-Time or Recurring |
Add or change a standing order for recurring extra compensation Provide extra compensation for a one-time bonus, honorarium, etc. |
The form should not be used for overtime or meal allowances; these are processed through the Time & Labor system. |
| Additional Payment: Gift / 3rd Party |
Process a payment to a third party (such as a moving company) or a reimbursement that may have tax implications for the beneficiary (for example, relocating an employee who has just come to Harvard) |
The form will only be used for items over $75. |
| Termination / Retirement / Layoff | Terminate, retire, or lay off an employee (includes voluntary and involuntary separations) |
The effective date of an employee's termination or retirement is the day after his/her last day worked. If an employee is terminating from more than one job, a termination form must be submitted for each of his or her jobs. The "Empl Rcd Nbr" field indicates which job is being terminated. |
| Direct Deposit | Add or change direct deposit data | PeopleSoft allows direct deposits to be split between banks and/or accounts. However, we will not be encouraging widespread use of this feature until after stabilization (three months after go-live). |
More things to know about forms
All Harvard University employees will be able to access the forms on the web. Users will only be able to see the forms that they have created and saved. They will not be able to view forms created by other users, even within the same unit. It is not possible to begin to fill out a form, save it, and ask another staff member to complete it.
Upon completing the form, users should double-check the information they've entered. Except for a few elements such as name or costing, the system will not provide a message to warn the user of missing or incorrect field entries.
FAD Payroll will check to ensure that all forms have the required signatures and additional documentation.
Since PeopleSoft uses effective dating, forms can be submitted in advance. (For example, if an employee is going on leave and the return date is known, both "leave" and "return" forms can be sent in at the same time, with the "return" form dated two months in the future.)
The Personnel Action History report will identify employees who have had a change made to their record during the time period specified in the report parameters. Tub users can run the report to confirm that the personal and job data changes entered on the forms have been entered into PeopleSoft. It is the easiest way to confirm that FAD Payroll has received and correctly processed your tub's forms.
PeopleSoft is the system of record for all employee personal and job data.
Want to learn more?
For more in-depth information, download the
Briefing on Forms located at:
http://www.hrproject.harvard.edu/documents/Briefing_on_Forms.pdf.
Please send your questions or comments to askhrproject@camail.harvard.edu.
Harvard's PeopleSoft Implementation:
HR Data 101 top
The new systems implemented by the HR Project will provide a wealth of data to better support and inform our human resources management.
However, with these benefits comes the need to better understand the data that we are creating, querying, and reporting. Understanding the data will be essential to initiating personnel actions and setting AWS3 report parameters correctly.
Here is a brief description of some of the major data elements that will either be new, or have new meanings, in PeopleSoft:
- Job Code
- Employee Classification (Empl_class)
- Standard Hours
- Full-Time Equivalent
- Department
- Pay Group
Job Code back
The job code defines the role of the employee at Harvard, and is one of the most important elements of the job record. Job codes are unique codes associated with specific jobs. PeopleSoft job codes replace IDMS job class codes.
Example: Job Class Code 233000 in IDMS is an editorial assistant at grade 49, 51, or 53. In PeopleSoft, there is a different job code for an editorial assistant at each of these three grades .
Employee Classification (Empl_class)
back
Employee classifications are major groups of employees (e.g. Administrative & Professional, Senior Faculty, etc.), who have similar characteristics such as benefits eligibility and object codes. "Empl_class" is similar to today's Pay Class in IDMS.
Standard Hours back
Standard hours are the hours typically worked for each job code. They will default based on the job code chosen (e.g., 35 hours for a staff assistant). Standard hours are used in the calculation of FTE and pay.
Full-time Equivalent back
Full-time Equivalent, or FTE, is a measure of the effort expended by one employee in one year. FTE will be calculated for all employees by the system, for each job a person holds. Calculated FTE is used to determine an employee's actual pay. In PeopleSoft,
FTE = Standard Hours for an employee divided by Salary Administration Plan hours
Example: Robert is hired as a full-time Editorial Assistant I with a standard workweek of 35 hours. His job code is 402023, and the following value defaults:
Salary Administration Plan = CT35 (35 Hours)
When Robert is hired, his standard hours are set at 35. When divided by the 35 Salary Administration Plan hours, or those typical for employees in his job code, his FTE = 1.0.
Department back
This is the department within a tub where people work. The department is not equal to the Chart of Accounts "org," although some schools and units have chosen to make them parallel.
The department tree (as identified at Harvard) may consist of up to nine different levels. Large organizations such as Central Administration (CADM) will have department trees organized in a hierarchy similar to this one:
101975 Pres & Fellows of Harvard College
102528 CADM^Central Administration
102447 CADM^Vice President
for Administration
101244
HPRE^Harvard Planning and Real Estate
101245
HPRE^Harvard Planning and Real Estate VPA Director
100821
HPRE^Director Residential Real Estate
100194
HPRE^A.D. Residential Operations
102127
HPRE^RRE Area Manager 1
102124
HPRE^RRE Area 1
Other tubs will have fewer levels.
Pay Group back
Pay groups define a group of employees who are combined for payroll processing purposes, as shown in the following table:
| Initial Pay Frequency of Pay Group | Abbreviation |
Name |
| Weekly | WPT | Weekly Part Time Trade |
| WRT | Weekly Regular Trade | |
| SPC | Weekly Students | |
| WTM | Weekly Temps | |
| Semimonthly | PFX |
PF Exempt |
| PON | OT Eligible Non-Union | |
| POU | OT Eligible Union | |
| Monthly | MEP | Non-Employee Post Docs |
| MFC | Monthly Faculty | |
| MIP | Internal Post Docs | |
| MTF | Teaching Fellows | |
| RMF | Retirees Monthly Faculty |
Want to learn more?
This article represents a high-level overview of HR data.
For more in-depth information, download:
- the Briefing on HR Data, Conversion,
and Security located at: http://www.hrproject.harvard.edu/documents/Briefing_on_HR_Data.pdf
- the related HR Data appendices
located at: http://www.hrproject.harvard.edu/documents/HR_Data_Appendix.pdf
http://www.hrproject.harvard.edu/documents/Appendix_H-Earnings_Codes.pdf
Please send your questions or comments to askhrproject@camail.harvard.edu.
Change in FY2002 Year-end Closing Schedule top
Please note that there has been a slight change to the nightly posting deadline for manual journal entries in the FY02 closing schedule.
It was originally planned to have a nightly closing time of 5 p.m. during the weeks of the first, second, and third closings; however, this time has now been moved back to 6:30 p.m. Therefore, all manual journal entries must be entered by 6:30 p.m., not 5 p.m., to be available in the Data Warehouse the next day.
The revised schedule is in the May 12, 2002 e-News.
Web Voucher Enhancement Survey top
Web Voucher users have asked for many enhancements to the system over the past year, and the Web Voucher team has done their best to give them to you.
Now is your chance to give the team some feedback. Please take a few minutes to complete a survey about the changes that have been made to the Web Voucher system. We appreciate your comments!
Complete the survey:
http://www.zoomerang.com/survey.zgi?QNFJ8R1WHPJG0QEJP8P5PS1C
More information about the Web Voucher enhancements:
September
2001 enhancements
December
2001 enhancements
About the e-News top
The Financial Administration publishes this semi-monthly electronic newsletter for users of Harvard University's financial, HR, and reporting systems, policies, and procedures. Generally, the e-News is published on or around the 12th and 26th of each month.
It contains:
- updates on projects underway to build or improve University administrative systems;
- information about new University policies, procedures, and forms;
- reminders about upcoming deadlines and cut-over dates;
- tips and tricks for working more easily or productively.
We welcome questions and suggestions for improvement from readers. If your questions are of general interest, we will answer them in future issues.
Please send comments, questions, or suggestions for improvement by email to us at: fad_communications@harvard.edu