Harvard University || Administrative Systems eNews-September 2010

PeopleSoft HR Release 27 Release: Outages and Enhancements Information

A reminder that due to HR Release 27.0, PeopleSoft and new hire ASPIRE transmissions to PeopleSoft will be unavailable starting on Friday, September 10th at 5:00pm until Monday, September 13th at 8:00am.

PeopleSoft Enhancements

This release includes many enhancements to reports and pages, including:

Absence Management Updates

Reports

→ Absences Historical and Planned Report - Added Original Hire and Rehire dates to report output

Payroll Updates

Reports

→ New Report - Hours Worked and Earnings Report by Date Under Report (no costing)

Pages

→ Modify Additional Pay Upload for Hourly Amounts

→ Tax Updates: Federal HIRE Act 2010 - Employer Payroll Tax Exemption

→ Additional Updates (automatically processed every Sunday) for individuals where all employee records are either Terminated or Retired

Time & Labor

Reports

→ Comp Time Balances Report to Show Multiple Comp Balances

HR Data Related

Pages

→ Revised Job Code Listing Spreadsheet

→ Employee Compensation Comparison Page

→ Job Data Change Form and Job Delivered Page

→ Moving Employees from Paid to Unpaid

Absence Management Updates

What is Absence Management?

Absences Historical and Planned Report - Added Original Hire and Rehire dates to report output

Harvard Reports>Absence Management Reports>Absences (Historical & Planned)
The Absences Historical & Planned Report will have 2 new columns added: Original Hire Date and Rehire Date
Original Hire Date will display the employee's Original Hire Date within PeopleSoft
The Rehire Date will display only if the employee has a Rehire Date that is different from their Original Hire Date:

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Payroll Updates:

What is Payroll/Commitment Accounting?

New Report - Hours Worked and Earnings Report by Date Under Report (no costing)

Harvard Reports>Payroll Related>Hrs and Earnings by Date Wrked
Summary of Report Logic:

Report combines dollars paid with hours worked. This report will allow departments to tie earnings paid back to hours worked as reported in Time & Labor on a day-by-day basis as well as hours paid to exempt employees.

Report Run Control Page:

Date Worked Range: Run the report by a range of days paid

Exclude EE Level Subtotals Checkbox: The report defaults this box to "unchecked". If this box is checked, the subtotals of "Hours" and "Earnings" at each change in earns code will not be displayed.

Departments (optional): Populate the Department field(s) to limit the report data to the selected departments only
Paygroups (optional): Populate the Paygroup field(s) to limit the report data to the selected paygroups only
Employee Classes (optional): Populate the Employee Class field(s) to limit the report data to the selected employee classes only
Earnings Codes (optional): Populate the Earnings Code field(s) to limit the report data to the selected Earnings Codes only
Employee IDs (optional): Populate the Employee ID field(s) to limit the report data to the selected Employee IDs only

Report Output (PDF format):

Report Name: Hours and Earnings Report (by Date Worked)
Report Parameters (top left corner): Displays the run control parameters used to run the report
Dept Field: Department ID and description
"Employee Name/ID" Column: Employee Name and ID
"Std Hrs" Column: Employee standard hours from Job Data
"HR FTE" Column: Employee HR full time equivalent value from Job Data
"Empl Class" Column: Employee class value from Job Data
"Earnings Begin/Earnings End" Columns: The earnings begin and end dates of the payroll transaction
"Chk Date" Column: Check Date value for each payroll transaction
"Date Worked" Column: Populated for hourly Time & Labor employees only. This is the payable time date value for each T&L earnings code that was included in the payroll transaction.

Note: If an hourly employee has earnings that were not generated in Time & Labor, the "Date Worked" column will be blank

"Type" Column: Earning Code
"Rate Type/Rate" Columns: Rate Type classification and applicable hourly rate

"Hrly" Rate Type: Default Value
"OT" Rate Type: Applied to earnings that were paid at an overtime rate
"Ovrd" Rate Type: Applied to earnings that were assigned an override rate in Time & Labor
"Rate": Displays the hourly rate that was applied to each earnings code. If the earnings code was paid as dollars, the "Rate" value will be populated with the employee's regular rate.

"Hours" Column: Displays the hours associated with each earns code. This column will be blank for earnings that were paid as dollars.
"Earnings" Column: Displays the dollar value of each earns code
Employee Subtotals: Subtotal of hours and earnings at each change in earns code. These subtotals are not displayed if the "Exclude" checkbox is checked on the Run Control Page.
Department Subtotals: Subtotal of hours and earnings at each change in department ID; these subtotals are always displayed
Report Grand Totals: Grand total of all hours and earnings (by earns code) that is displayed at the end of the report

Report Output (CSV format):

Format: Identical to the PDF version, with the following exceptions:

Employee/Department Subtotals: Never generated in the CSV version
Dept and Dept Name: repeated on each row

The following screenshots display the run control page and sample report output:

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Modify Additional Pay Upload for Hourly Amounts

Additional Pay Upload has been modified to allow hours and amount for exempt employees when the Earnings Code is 'VAE'
This will allow VAE to be added to Additional Pay when absence events were unable to be entered due to system restrictions (older than 13 months) and balance adjustments were processed but reimbursement is still needed from the Central Vacation Fund
Previously, the Additional Pay Upload would issue the following error message if hours and amount were uploaded for an exempt employee: "Hours and hourly rate selected; but, employee not hourly"

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Tax Updates: Federal HIRE Act 2010 - Employer Payroll Tax Exemption

For any new hire who has been unemployed for more than 60 days and begins employment between 02/04/10 and 12/31/10:

Harvard is exempt from paying employer FICA tax (6.2%) on all wages paid to this employee between 03/19/10 and 12/31/10. Additional notes regarding qualifying new hires:

New hires who were employed in the last 60 days but worked less than 40 hours in the 60-day period ending on their Harvard date of hire may also qualify for the exemption
New Hires replacing another Harvard employee do not qualify, unless the previous employee separated from employment voluntarily or was terminated for cause

Tubs have been instructed to have qualifying employees fill out the Federal HIRE Act form W-11

These W-11 forms should be submitted to UFS (1033 Mass Ave) in the same manner as hard copy W-4 and M-4 forms
UFS will assign the employee to the new FICA status of 'ER FICA Exmpt' on the Job Data Hire row and all subsequent 2010 effective dated rows
The Employer FICA tax exemption will be in effect for the duration of 2010; UFS will assign all employees back to a FICA status of 'Subject' prior to the first payroll transaction in 2011
UFS will enter tax balance adjustments for all Employer FICA tax paid from the date of hire through the date the person is actually assigned to the new 'ER FICA Exmpt' status
Business process example:

A person is hired effective 04/01/10 and is eligible for the Federal HIRE Act
The employee fills out a W-11 form and the tub submits the form to UFS on 04/05/10
The Federal HIRE Act product modifications are applied to PeopleSoft on 09/11/10
On 09/14/10, UFS assigns the person to a FICA status of �ER FICA Exmpt� on the 04/01/10 hire row and all subsequent 2010 Job rows
UFS enters tax balance adjustments for all wages paid between 04/01/10 and 09/14/10
UFS assigns the employee back to a FICA status of �Subject� effective 01/01/11

Any questions should be directed to Patrick McBride and Bill Cain in Recruitment Services

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Additional Updates (automatically processed every Sunday) for individuals where all employee records are either Terminated or Retired

All records Terminated or Retired for at least 60 days

General Deductions will be Inactivated (Existing Logic)
Direct Deposit records will be Inactivated (Existing Logic)

All records Terminated or Retired for at least 180 days

Federal and State Tax Data (W4) will be reverted to default values (NEW Logic)

Marital Status: Single
Withholding Allowances: 0
Additional Withholding Amount: $0.00

All records Terminated or Retired for at least 365 days

All Direct Deposit records will be Deleted (NEW Logic)

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Time & Labor Updates

What is Time & Labor?

Comp Time Balances Report to Show Multiple Comp Balances

Time and Labor>Reports>HU Comp Time Balances Report
The Comp Time Balances Report has been modified to include multiple Comp Time Plans

Comp Plan Balances and Floating Holiday Balances will now be displayed

FLHOL and HUCTW/OTEGNONUN

Changes to the Comp Balance Report Run Control are as follows:

An option to return balance details when selecting Comp Time OR Floating Holiday, not both and Group ID or Employee is selected

Floating Holiday Balance Details will only be returned for the current Fiscal Year

The Run Control has been modified to allow results to be filtered by Comp Time Plan i.e. Comp Time, Floating Holiday, or both
Multiple Employee Ids may now be entered instead of only one
An option to return employees with a zero balance is now available

NOTE: For Floating Holiday Balances, if the employee has never had Floating Holiday time entered after 7/1/2010, they will not be returned on the report for FLHOL balance regardless of whether this checkbox is selected. No FLHOL result indicates a zero balance, however.

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The job code listing spreadsheet that is available through Eureka, ABLE, and ASPIRE has changed as follows:

As a part of the new HUCTW union agreement overtime-eligible jobs in grade 56 are now part of the HUCTW. To accommodate the change, a new series of grade 56 HUCTW job codes have been created. Tubs/units should begin using these job codes when hiring grade 56 non-exempt employees.
Active employees who remain in the previous non-exempt grade 56 job codes now have the word "Grndfthrd" added to the job code title description. All other unused previous non-exempt grade 56 job codes have been made inactive.

All job codes that are highlighted in red in the Excel spreadsheet should not be used as they have been replaced by new job codes as part of the job family mapping project. These job codes will eventually be made inactive as tubs/units migrate their existing employees into the new job codes deployed for the job family mapping project.

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Employee Compensation Comparison Page

The purpose of this page is to provide local Human Resource and Compensation personnel with an easy way to analyze employees within their department security that fall into the same job code. This data can then be used to establish hiring salaries for new employees and promotions for existing employees.

To use the page, a user would enter a job code value in the search field.

After the user clicks Search, the page will return all employees within their department-level security who are in the selected job code. The page will display the Minimum, Midpoint, and Maximum based on the default Salary Admin Plan/Grade for the job code.

Those interested in using this page must have access to compensation data and request the PS^HR^ALL^EE Comp Compare role through their Authorized Requestor.

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Job Data Change Form and Job Delivered Page

The Job Data Change Form and the Job delivered page in PeopleSoft will now carry forward the employees standard hours value and Salary Administration Plan (SAP) if the SAP is the same or within the same "family" as the job code default (e.g., AP35). If, however, an employee is moving from a job code with a SAP of CT40 to a job code that is AP35, then the standard hours and SAP would be changed to the job code default values_(e.g., SAP = AP 35 and Standard Hours = 35).

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Moving Employees from Paid to Unpaid

Two changes have been made with regards to the process of moving employees from a paid to non-paid position:

The Job Data Change form has been modified to prevent users from changing an employee from a paid to non-paid position using the same employee record. When attempting to make this change, the user will receive the following error message:

Tubs/units no longer have to hire the employee into an additional job before terminating/retiring the employee from their active paid job. Tubs/units can process the Monthly Quick Hire for the non-paid position and it will create a new employee record number (HIR/ADL) or only reuse existing TER/RET employee record number if it was NPD.

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CREW HR 27.0 Release Outage Information

A reminder that the CREW Human Resource Reporting Application, as well as ad hoc reporting and exporting from DWHRPRD, IMSUTS & DWHRHST, will be unavailable at 8:00pm on Friday, September 10th through approximately 1:00pm on Monday, September 13th in order to install the CREW HR 27.0 software release which corresponds to the PeopleSoft HR 27.0 release. Due to these installations, the nightly HR data load from PeopleSoft into the Data Warehouse is cancelled for Friday, September 10th.

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Human Resources Reporting and Analytics News

CREW HR 6.6 Report Changes

Production Date: 6/18/2010

Category	Report Name	Description
Human Resources	HRCMPDP217 - Departmental FTE Salary Comparison	The report has a new column that displays the FTE. This report will allow users with the ability to compare the FTE salary and FTE time status for employees for two points in time.
Human Resources	HRMAGOP061 - Harvard Magazine	Added employee ID to the report
Human Resources	HRJOBEE003 - Individual Job Profile	Add Multiple employee ID parameter to the report

CREW HR REL 27.0 Database Changes

Production Date: 9/11/2010

Database Objects	Change Type	Notes	Zone
OHR_HR_PRIMARY_EMPL_V	New	New view created from ohr_pers_curr_max, ohr_job_curr_max	HDW_SEC_ZONE_ADMIN_TUB
OHR_CONTACT_SV	New	New view created from stghr.ps_addresses ohr_pers_curr_max, ohr_job_curr_max	HDW_SEC_ZONE_ADMIN_TUB
SHR_PS_DIVERS_ETHNIC_SV	New	New view created from stghr.ps_divers_ethnic	HDW^HR^TUB^Reports User
SHR_PS_DISABILITY_SV	New	New view created from stghr.ps_disability	HDW^HR^TUB^Reports User
SHR_PS_PERS_DATA_USA_SV	New	New view created from stghr.ps_pers_data_usa	HDW^HR^TUB^Reports User
DHR_PAYGROUP_D_V	New	Added 2 Fields : outsourced_payroll_flag, hu_payroll_flag	HDW^PUB^TUB^Reports User
DHR_ORGANIZATIONS_D_V	Update	Added 6 Fields : dept_abbr_curr, dept_desc30_curr, dept_desc_curr, dept_type_cd, dept_type_abbr, dept_type_desc	HDW^PUB^TUB^Reports User
DHR_JOBS_D_V	Update	Added 6 Fields : job_family_cd, job_family_abbr, job_family_desc, tenure_trk_cd, tenure_trk_abbr, tenure_trk_desc	HDW^PUB^TUB^Reports User
DHR_TURNOVER_ALL_F_V	Update	Added 1 Field : dw_hr_pri_job_flag_to_key	HDW_SEC_ZONE_DHR_MOB_CTR
DHR_MOBILITY_ALL_F_V	Update	Added 6 Fields : job_family_cd, job_family_abbr, job_family_desc, tenure_trk_cd, tenure_trk_abbr, tenure_trk_desc	HDW^PUB^TUB^Reports User
DHR_TURNOVER_ALL_F_V	Update	Added 1 Field : dw_hr_pri_job_flag_to_key	HDW_SEC_ZONE_DHR_MOB_CTR
DHR_ORGANIZATIONS_FROM_D_V	Update	Added 6 Fields : dept_abbr_curr, dept_desc30_curr, dept_desc_curr, dept_type_cd, dept_type_abbr, dept_type_desc	HDW^PUB^TUB^Reports User
DHR_ORGANIZATIONS_TO_D_V	Update	Added 6 Fields : dept_abbr_curr, dept_desc30_curr, dept_desc_curr, dept_type_cd, dept_type_abbr, dept_type_desc	HDW^PUB^TUB^Reports User

Human Resources Reporting News

CREW Excel Output Limit:

Hyperion only allows XLS as an Excel output option (worksheet size is only 256 columns by 65,536 rows)
Hyperion does not support an XLSX export to Excel 2007 (worksheet size is 16,384 columns by 1,048,576 rows)
The workaround for reports that generate >65K rows is to use the CSV output option and import the file into Excel 2007

CREW Load Status: For load status, outage information, please go to the CREW splash page for details. The splash page appears just before you login to CREW.

You can also click on the System Msgs link from within CREW

CREW Metadata: For information such as the Detailed Description, Business Purpose, Suggested Run Times, Parameters and Security about CREW HRMS reports, use the 'metadata' link for each report:

click on the report code (i.e.: HRDIREE001) to open the metadata for the report

If you have any questions or concerns, please contact the UIS Helpdesk at 496-2001 or via email at uis_helpdesk@harvard.edu.

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FedEx Oracle Procurement Tool Saves Money and Time on Shipping!

The FedEx Oracle Procurement tool is now available and offers a streamline process to integrate common FedEx functionality into your business workflow. Features include:

The ability to locate the best rates, estimate transit times, and track shipments
End users will be able to create a shipment and a purchase order simultaneously and apply the 33-digit code at the time the shipment is created
Invoicing is electronic and automatic. This eliminates the need for FedEx invoices saving you time and Harvard money.
An additional 2 % discount is applied to domestic express shipments made through the application

Please note that International and Ground shipments are not eligible to be shipped using this application.

To request access to this new application contact your local Authorized Requester.

Questions about the new tool should be sent to the UIS Help Desk at 496-2001 or via email to uis_helpdesk@harvard.edu.

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Getting the most for your Procurement dollar: Updates to the University-Wide Vendor Agreements

Information regarding University-wide agreements is now available to the Harvard community on the Strategic Procurement iSite. Information available includes the effective dates, contract type, and payment terms for nearly 200 vendors with which the University currently has contractual agreements. The spreadsheet also notes the 20 vendors currently offering early payment term discounts to the University. For more information please visit the procurement website or call 617-495-4441.

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Release Number	Dates	Notes
6.9	9/17/10
6.10	10/15/10
6.11	11/19/10
6.12	12/17/10