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Viewing Your Paycheck and Personal Information top
Now that PeopleSoft is live, employees can
go online to view their paychecks, personal information, and
compensation history (from September 23 onward). Using Internet
Explorer, go to the Employee Self Service page (atwork.harvard.edu/ess)
and log onto PeopleSoft with your Harvard ID number and PIN.
Select Self Service > Employee >
View and click Compensation
History, "View Paycheck," or Personal
Information, depending on what you want to see.
Please be aware that pay advices and check
stubs are posted online a day or two before employees receive
their paper check or advice, and before the money is deposited
to a bank or credit union.
Pay schedules have not changed, and an advice
online does not mean that the money is in the bank. The field
that says "Check (or Advice) Date" in the top-right
corner of the check indicates when the funds will be deposited.
However, once final pay has been calculated in the Payroll module,
the data is available via the Employee Self Service module.
Once again, this illustrates the integrated nature of PeopleSoft.
More FAQs About Time and Labor top
With one month of experience under our belts,
several questions are being posed repeatedly by PeopleSoft Time
and Labor users. The attached Time
and Labor FAQ contains questions and answers on the following
topics:
- Correctly choosing between concurrent
jobs
- How to research a missing check
- Gaining access to the payroll register
- Running a report for a Temporary
payroll
- Running a report on approved/unapproved
hours for several T&L groups / departments
- What happens if time is approved
twice?
- How will the PeopleSoft/Asperin interface
problems be resolved?
- Entering time for the week when next
Monday is a holiday
- Supplemental pay for a work-study
student
- What happens if I enter REG for a
work-study student?
- Do I still use the three-part form
for a work-study student?
- All six payable statuses explained
Temporary Employee FAQs top
The HR Project team and the Office of Labor
and Employee Relations are working to answer some of the outstanding
questions about temporary employees. Here are some questions
and answers that have been determined thus far:
Who is responsible for monitoring the three-month
& 1000-hour limits?
The three-month limit for temporary employment
is enforced by the PeopleSoft system and can be monitored locally
using the Term Appointments End Dates report (coming soon in
AWS3), which shows employees who are scheduled to terminate.
A termination date of three months or less from the first day
worked is required on all Hire, Rehire, and Transfer forms for
temporary employees. If FAD Payroll receives a form hiring a
temporary who is missing a termination date, they will fill
one in.
The 1000-hour rule does not refer to mandatory
termination, but simply the point at which a temporary employee
becomes potentially eligible for pension. This is monitored
by the Benefits Services Group.
How should Northeastern University co-ops
be classified?
Students from Northeastern who work at Harvard
for six months at a time aren't really temporaries. They were
converted as temps because they were paid from the old casual
payroll in IDMS. Co-op students should be classified under the
job code for Intern (100010; a list of job codes is available
at atwork.harvard.edu/hradmin).
How should temporary, non-Harvard, non-intern
students who work less than half-time during the school year
and full-time in the summer be handled?
These people will need to go back and forth
between temp and LHT status, as their hours fluctuate. They
are subject to the same business rules as other temps and LHTs
regarding time limits in a job, concurrent jobs, etc.
What are the Salary Administration Plan
(SAP) values for temps?
There are no specific SAPs for temporary employees.
Rather, put temps in the appropriate SAP (academic, administrative/professional,
technical/clerical, etc.) regardless of their temporary status.
Will local units have access to information
on temps who have been on payroll during the current calendar
year or former years, even if they are no longer active?
Anyone who was a temporary employee in the
current calendar year (2002) was converted into PeopleSoft,
even if they are not currently working. Payroll records on temps
prior to CY2002 are in the Information Utility.
Clarification on academic temp types:
- DCE Academic Support refers
only to temporaries hired by the Division of Continuing Education
or the Arnold Arboretum. These temporaries may teach more
than one semester during the year (i.e., more than the six
months, functionally one semester, allotted to Academic Temps).
This is a special category for DCE and the Arboretum only.
Other departments who want to have their adjunct teachers
put into this category need to contact Gina Perris in the
Benefits Services Group.
- Temporary Academics are
temporaries who teach students enrolled in a Harvard degree
program. Someone who trains staff on computer systems, teaches
ESL in the Bridge Program, or performs other noncredit teaching
would not go into this category.
I know that we are supposed to be reviewing our temporary
employees and converting them to LHTs if appropriate. Exactly
how do we do that?
All employees on the Casual payroll from IDMS were converted
to PeopleSoft as either temporary staff or temporary students.
Because IDMS did not have all of the categories we now have
in PeopleSoft, it was impossible to convert people more specifically
than that. Temporaries need to be in their proper categories
by December 31, 2002. We are currently working to determine
the easiest possible way to do this, one that will require the
least amount of work for the tubs and FAD Payroll. In the meantime,
if there's someone you want to convert now, you can do so by
terminating and rehiring them into the proper job category.
Common Mistakes When Using PeopleSoft Forms top
Here are some of the most common mistakes,
problems, misconceptions, and questions about forms:
| Using
the wrong form |
This happens most commonly when someone
uses a New Hire form instead of a Rehire or Add Concurrent
Job form. The New Hire form should only be used for people
who are not currently working at Harvard, or rehires who
were terminated prior to January 1, 2002.
|
| Missing
data |
A common error is not providing the
Empl Rec, Empl ID number, or HR department ID on the Job
Data Change and Termination forms. This information is
especially critical in the case of employees with multiple
jobs. Without this information, it is hard to tell which
job is being changed or terminated.
Another value often missing is the
Group ID, which assigns the employee to a Time and Labor
group. As noted in the last
e-News, this field is not "required" because
exempt staff do not report time using the Time and Labor
system. However, it is essential that this field be filled
in for all overtime-eligible employees.
A Mail Drop ID must be entered if "Company
Distribution" is selected in the Schedule / Check
tab. This is another value that is often missing. This
field cannot be searched by street address, only by the
Mail Drop ID code. The Mail Drop code, however, is identical
to the Location Code on the Personal Data tab, which you
can search by street address. You can then copy the value
from the Location Code and paste it into the Mail Drop
ID.
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| Missing
paperwork |
Hire forms must be submitted with the employee's I-9
forms.
When submitting a form produced in Asperin, both the
summary data sheet and longer form must be sent to FAD
Payroll (along with any appropriate backup) to process
a hire, job data change, etc. Often the longer form is
omitted.
|
| Missing
signature |
Appropriate
signatures are required when submitting forms to FAD Payroll.
Payroll will return forms that are not endorsed by authorized
signers. |
| Resending
paperwork |
Be
aware that when sending forms through interoffice mail or
from Asperin, there will be a delay of 5-10 business days
before the forms are received in the Payroll office and
processed. Do not resend paperwork because
a job data change or hire has not been processed as quickly
as you thought. This causes confusion in the Payroll office
and risks having your change go through twice. |
In the next article, we'll discuss another
common problem area -- the Compensation Data tab.
Filling Out the Compensation Data Tab top
Several of the PeopleSoft personnel action
forms require you to provide compensation data. Many forms have
been submitted with fields in this tab filled out incorrectly.
In this article, we'll focus on the Job Compensation Data region
(circled in red below), and explain how to fill out each field.
In general terms, you are trying to create
at least one row of data that describes someone's compensation.
People can be paid an annual salary or an hourly rate. Some
employees will have two rows of data if they have a second "component
of pay" for either an annual or hourly shift differential.
Each row will have three elements:
| 1 |
The Comp Rate Code
|
| 2 |
The Comp Rate (expressed in
hourly or annual terms)
|
| 3 |
The Actual Annual Salary you
expect to pay based on the employee's compensation rate,
their % FTE, and the number of months each year you expect
them to work. This is used as a control total by FAD Payroll
to make sure that all the factors driving pay will produce
the result you expect.
|
Here is a table describing what to enter in
each field:
| If
the worker is... |
In
this field... |
Choose or enter
|
|
Faculty, administrative/ professional, or clerical/ technical
Note: Although clerical and technical workers
are overtime-eligible hourly workers, until "positive
pay" is implemented, their regular pay should be
submitted in annual terms (NAANL) with their shift differential
submitted as an hourly rate (SHHRLY).
|
Comp
Rate Code |
NAANNL for annual salary
SHANNL annual shift differential (if
applicable and worker is exempt)
|
| Overtime-eligible
temporary, trade, or service |
Comp
Rate Code |
NAHRLY for the regular hourly rate
SHHRLY for the hourly shift differential
(if applicable to all hours worked and the employee is
clerical/ technical or service/ trades)
|
|
Overtime-eligible temporary, trade, or service
Faculty, administrative/ professional or clerical/ technical
|
Comp Rate (Hourly)
or
Comp Rate (FTE Salary)
|
The hourly rate of pay in the format 15.00 (to indicate
$15)
or
The annual salary earned if the person worked full-time
for one year in the format 40,000.00 (to indicate $40,000)
|
| In
any category |
Actual
Annual Salary |
The
annual amount you actually expect to pay the employee based
on either their salary or their hourly rate, their time
status, and the number of months or weeks each year you
expect them to work |
In the table below are a few fictitious examples
of how to fill out these three Job Compensation Data
fields on the Compensation Data tab. Shift differential
rates are also fictional.
| Personnel
Action |
(1)
Comp Rate Code
|
(2)
Comp Rate |
(3)
Actual Annual Salary
|
|
Hiring a half-time, salaried nurse who works days at
UHS
|
NAANNL |
$50,000 |
$25,000
|
| Hiring
a full-time, salaried engineer who works nights in an operations
center, and who gets an annual differential |
NAANNL
Then, using the + button, add a 2nd row
SHANNL
|
$50,000
$5,000
|
$50,000
5,000
|
|
Hiring an overtime-eligible nursing assistant who works
nights 20 hours per week at UHS (and the normal workweek
for people in this job is 40 hours)
|
NAHRLY
Then, using the + button, add a 2nd row
SHHRLY
|
$13.50
$1.50 |
$15,600
($15 x 20 x 52)
|
| Hiring
a staff assistant who works evenings 20 hours per week in
a library administration office |
NAANNL
Then, using the + button, add a 2nd row
SHHRLY
|
$33,000
$1.50 |
$18,060
($33,000 x .5 +
1.50 x 20 x 52)
|
|
Hiring a teaching fellow who works 7 hours per week,
4 months per year
Note: 7 standard hours divided by 35 ACAD Salary
Administration Plan hours = .20 FTE
|
NAANNL |
$30,000 |
$2,000
($2,500 monthly salary x 4 months x .20 FTE)
|
| Hiring
a new faculty member who will start full-time in September
(and thus will work 10 months of her first academic
year) |
NAANNL |
$120,000 |
$100,000
($10,000 monthly salary x 10 months)
|
There are two key points about these transactions:
| 1 |
Base pay and shift differential should
be broken out into two rows because they represent two
separate components of pay. In the past at Harvard, these
were sometimes combined or "blended" into one pay rate,
which makes their management and reporting difficult.
Also: It becomes difficult
to tell if an overtime-eligible worker should enter
a shift differential in Time and Labor or whether "it's
already in the base rate" if these components are not
broken out.
|
| 2 |
The annual or hourly shift differential
should only be entered as a component of pay if the worker
is entitled to it for all time worked, due to their
permanent assignment to an off-hours shift.
If 2nd or 3rd shifts are worked
occasionally (or partially, such as a 12 p.m. to 8 p.m.
shift), the differential dollars should be entered in
Time and Labor or, for exempt staff, processed on an
Additional Compensation form.
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How to Clear Your Cache top
In an earlier e-News, we noted that slow system
performance in PeopleSoft can often be improved by clearing
your browser's cache, signing out of PeopleSoft, and signing
back in. This is correct, but unfortunately the instructions
we provided for clearing the cache were not.
To delete the cache, you need to choose Tools
> Internet Options > Delete Files (under the Temporary
Internet files heading). You should also select the check box
to "delete all off-line content" in the window that will appear.
Searching for Information in PeopleSoft Reports top
After running a report in PeopleSoft, you
may find it helpful to save it to your hard drive and then search
for the information you're interested in, rather than printing
it out (thus saving time, paper, and toner). Here are the steps
to download a report and search the results using Adobe Acrobat
Reader.
1. When viewing a report, click the
Save button (the floppy disk icon on left side of the
toolbar):
2. Give the report a name, perhaps
using a standardized naming convention for easier retrieval
later on. If you think your colleagues might benefit from the
report you're saving, store it in a networked shared drive.
3. After saving the report
as a PDF, close the PeopleSoft window that the report was originally
in, and open the report using Adobe Acrobat Reader.
4. Click the Text Select tool
(the "T" icon on the toolbar). This will change the
cursor from a hand to a pointer, which lets you highlight (by
double-clicking) and copy text to the clipboard. For example,
if you want to search for an employee, highlight and copy their
HUID.
5. To search for an employee by name
or any other search criterion (HUID, group ID, etc.), choose
Edit > Find from the menu (or use Ctrl + F
to open the Find dialog box).
6. Type in what you're looking for
(or paste it from the clipboard if you copied a value in Step
4) and click Find. Acrobat will bring you to that value's
first instance in the report; if this result is not what you
wanted, click Find Again.
This great tip was sent to us by Lisa Greenberg
at the Kennedy School. Thank you, Lisa!
New Financial Policy on Direct Debits top
In consulation with the financial deans, the
Harvard ACTTS group has published a new paper on direct debits
to Harvard accounts for telecommunications (e.g., cell phone)
services. Please note that such direct debits are not allowable
at this time, but that direct billing by internal vendors, such
as University Information Systems, is still acceptable. The
new paper is available at vpf-web.harvard.edu/
documents/pdf/ ACTTS_DirectDebit_10-8-02.pdf.
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
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