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PeopleSoft DOWN November 15-18 top
In order to process employee benefits elections
submitted during open enrollment, PeopleSoft will be unavailable
from 5 p.m. today until 8 a.m. on Monday, November 18.
A New HR Report Guide and Two New
Earnings Reports Available top
A new HR
report guide provides a consolidated listing of all of the
new HR reports. This guide has been designed to help you determine
which HR management report, time and labor report, or payroll
report best meets your needs. It provides a description of each
active report, lists whether it is located in AWS3 or PeopleSoft,
and shows the menu path to take to find the report.
Two new reports were recently added to the
AWS3 system: the Earnings Lookup and the Earnings by Department.
Earnings Lookup Report: The Earnings Lookup report lets
an HR manager access historical and current earnings information
for individuals in their department. The report will display
any earnings an employee was paid during a selected time period
regardless of their employment status. For earnings after 10/01/2002,
the report will pull information from the PeopleSoft system.
For earnings prior to that date, the report will get its information
from the IU and is the same as the Earnings Lookup or New COA
Earning Lookup from the old AWS system.
Please note that the Department ID number
will show up on your Earnings Lookup report correctly, but may
be listed inaccurately on some of the alternate views of this
report that are available through the AWS3 section catalog.
Earnings by Department Report: The
Earnings by Department report lets HR managers view post-10/01/2002
earnings for any departments that they have authority to report
on. The report will display any payments made to all employees
within the chosen departments for the selected time period regardless
of their current employment status.
Please note that for employees with multiple
jobs, the Earnings by Department report will show earnings and
hours correctly, but the account coding will be missing on any
rows associated with secondary jobs. The missing lines will
only be visible to users who have run reports on the department
containing the employee's primary job. To get the missing information
on employees with multiple jobs, run the Earnings Lookup report
instead of the Earnings by Department report.
New Adjusting Ability for Time Administrators top
Local time administrators are now able to
adjust time retroactively for an unlimited period of time. (Originally,
they could only adjust time retroactively for up to 30 days.)
All time administrators also have the role
of timekeeper and time adjuster. If you need to have time adjusted
in PeopleSoft for any point in the past after September 22 (for
employees paid weekly) or September 29 (for employees paid semimonthly),
please contact your local time
administrator. Do not send this request to FAD Payroll.
Please keep in mind that adjustments to pay
prior to the PeopleSoft go-live on September 22 still need to
be sent to FAD Payroll.
What Is and Is Not Happening in
January 2003 top
Beginning on January 1, 2003, employees who
are now paid twice a month (on the 12th and 26th) will be paid
every two weeks (biweekly) and will be paid only for work already
performed. This includes Harvard's administrative/ professional
and clerical/ technical staff.
These employees will be paid every other Friday,
with the first check issued on January 10, 2003. This check
will cover the days from January 1-4 and will also contain an
interest-free loan of approximately 9 days' net pay to help
cover the shortfall.
Currently, employees are paid partly for time
already worked and partly for time yet to be worked. (The paycheck
issued on the 12th of the month covers work performed from the
1st through the 15th, and the check on the 26th covers work
performed from the 16th through the end of the month.) Under
the new system, paychecks will cover the two-week period ending
the previous Friday.
The atwork.harvard.edu website provides a
table
that estimates the financial impact per paycheck for employees
at different annual salary levels. Please help us spread the
word to all affected employees.
The following will not be happening
in January 2003:
- A shift to positive pay for clerical/technical
staff. "Positive pay," in which hours must be entered and
approved in Time and Labor in order for employees to be paid,
will not be implemented in January. Regular, sick, vacation,
and personal time will continue to be automatically approved.
- The tracking of paid time off. We will
not be using PeopleSoft to track the accrual of paid time
off, and exempt employees will not be using the system to
enter their paid time off. Tubs should continue to use their
local systems to track PTO accrual and balances. We will be
implementing PTO tracking in July 2003 at the earliest.
Manager Inquiry in Time and Labor top
Time approvers, adjusters, and administrators
can use the manager inquiry function to view information about
the employees in their Time and Labor group.
| Path |
Value
to enter on the "Find an Existing Value" page |
What you can see
|
|
Self Service > Manager > View
> Compensatory Time Balance
|
Employee's ID or Name
Indicate which job you want to view
|
The current balance of hours for comp
time for this employee (comp time can be banked up to
40 hours at any given time)
Note: The expiration date box
at the bottom of the screen is not relevant to Harvard,
as comp time hours will not expire.
|
| Self
Service > Manager > View > Work Schedule |
Employee's ID
Enter a date on the View Work Schedule
screen that opens next
Indicate which job you want to view
|
The employee's default work schedule
|
| Self
Service > Manager > View > Payable Time Detail |
Employee's ID and the Start Date of
the week for which you wish to view payable time
Indicate which job you want to view
|
- Hours and time types (or time reporting
codes) broken out by day
- Payable status of those hours
- Time type (either hours or amount)
- The taskgroup
Note: This screen is also available
from the View Payable Time Summary screen.
|
| Self
Service > Manager > View > Payable Time Summary |
Employee's ID and the Start Date of
the week for which you wish to view payable time
Indicate which job you want to view
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The time broken out by time type. For
each time type you can see its description and type (hours
or amount). You can also see the number of hours for each
time type for each day.
The Detail Page button takes you to
the View Payable Time Details screen for further breakout
(see details above).
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Tips for Processing Off-Cycle Checks top
Because of stabilization issues, tubs often
need off-cycle checks. FAD Payroll is processing far more off-cycle
checks than would be expected in a mature payroll process, when
off-cycle checks would be needed infrequently.
Here are the things you need to know in order
to request an off-cycle check for temporary, service/ trade,
and clerical/ technical employees:
- The person you are trying to pay must "exist"
in PeopleSoft (i.e., they must already have been hired in
PeopleSoft).
- The hours for which they are to be paid
must be entered and approved in Time and Labor. FAD Payroll
cannot create or approve these hours.
- The Off-Cycle Check Request form must include
the employee's HUID (Empl Number) and the Empl Rec (the number
of the job for which they are to be paid. The Empl Rec determines
the rate of pay used in the pay calculation.
- Although it is not required, FAD Payroll
requests that you send in a copy of the relevant PeopleSoft
form (e.g., a Hire, Data Change, or Additional Comp form).
- A printout of the Time and Labor page that
has the approved hours on it is required. This will help ensure
accuracy.
- The deadline for an off-cycle check request
is 5 p.m. the day before the cycle is run.
- Checks are ready at 9 a.m. the day after
the off-cycle is run (for example, for Wednesday's off-cycle
run, paperwork needs to be in to FAD Payroll by 5 p.m. Tuesday,
and checks will be ready at 9 a.m. Thursday).
- Checks must be picked up at FAD Payroll,
on the 3rd floor of Holyoke Center. (At the time of this writing,
we have nearly 150 checks awaiting pickup.)
- Please do not submit off-cycle check requests
for amounts under $100. Use an Additional Compensation form,
and the request will be picked up in the next on-cycle pay
run for that employee's pay group.
- Off-cycle requests for faculty, teaching
fellows, and administrative/ professional staff do not require
hours to be entered in Time and Labor, but otherwise the same
deadlines and processes pertain to these groups.
If you are having a problem with an employee
who should have a record in PeopleSoft but does not, or should
be enrolled as a Time and Labor user but is not, please contact
the person in your tub who has the Tub^All data permission
list. This person can see everyone in the entire tub, and can
perform the initial level of troubleshooting.
Auto-Termination on End Dates top
Now that PeopleSoft is live, termination of
employees will happen automatically when their term date in
the system is reached. Here's what you should keep in mind:
- The automatic termination process runs
every night.
- Tubs are responsible for monitoring their
faculty, staff, and temporary employees who have term end
dates. This can be done by using the extract for term appointments
from the following path: Home > Admin Workforce > Admin Workforce
(GBL) > Process > Extract for Term Appointments. Insert the
date parameters you want in order to see who has term dates
coming up. Term dates can then be extended via the upload.
- Since auto-term runs every night, it's
advisable to look for upcoming terms well in advance, to allow
for turnaround time. Depending on how centralized the process
is in your school or unit, "well in advance" may mean a couple
of months.
- Remember that when you are filling out
PeopleSoft forms, end dates are real! The employee's job,
compensation, and benefits will terminate automatically on
that date unless action is taken.
- A terminated employee's system access
ends the day after their termination date. If an employee
is terminated in error and rehired, App Admin would only be
able to give them the Employee Self-Service, Forms, and Time
Reporter (if eligible for overtime) roles. To reassign other
roles, the tub's authorized requestor would have to submit
a request.
Issues with Calculating Premium Overtime top
When PeopleSoft calculates premium overtime
(i.e., time and a half, paid when overtime-eligible employees
work over 40 hours per week), it does not do so simply by multiplying
the employee's hourly rate by 1.5. Rather, the system multiplies
1.5 by a blended rate from all of an overtime-eligible employee's
jobs worked in that pay period, as well as certain additional
forms of compensation earned in that pay period. This blended
rate is called the "FLSA regular rate."
An updated list of the earnings codes, their
descriptions, and associated object codes is on the atwork.harvard.edu/hradmin
web page. This document also lists the FLSA Effect and FLSA
Category for each of the codes.
FLSA Category refers to whether an earnings
code is used in the calculation of the FLSA regular rate ("Regular")
or not ("Excluded"). The FLSA Effect describes whether earnings
affect the numerator (dollars), the denominator (hours), or
both in the calculation of the FLSA dollar-per-hour rate.
Currently, calculation of premium overtime
is also affected by the fact that the number of hours in a given
pay period varies for an employee paid semimonthly. Therefore,
the employee's hourly rate varies per pay period. (For example,
an employee who works a 35-hour week would have been paid for
11 days for the October 1-16 pay period, and 12 days for the
16-31 period. If that employee earns $1,000 in each pay period,
their hourly rate would be $12.99 for the first half of the
month, and $11.90 for the second half.) Although this will be
taken care of automatically when we switch to biweekly pay in
January, we are researching to see whether any accommodation
to this issue exists now, and will keep you informed of developments.
We are currently working on a comprehensive
review of earnings codes that will explain which types of earnings
are included in the calculation of premium overtime, and plan
to publish this in a future e-News.
A Change to the Time Adjuster Screen top
We implemented several small fixes to the
Time and Labor systems to address the performance problems users
were having in late October. The only change visible to users
was a change to the Adjuster screen: a check box that must be
clicked to activate the Save or the Save / Run Time Admin buttons
(changing any data on the page automatically checks the box
for you).
Note: If you click Save/Run Time
Admin and it processes successfully, the system will return
the following page:
When you click OK and return to the
Adjuster screen, the buttons are no longer grayed out and the
box is unchecked (as shown below):
If you now make another change to
the record, the system will check the box and you will need
to click Save/Run Time Admin again. If you are finished
adjusting this data, click Sign Out, Home, or
Return to Search.
Time administrators were notified of this
change on Monday, November 4.
About the e-News
top
The Financial Administration
publishes this semimonthly 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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