PeopleSoft Release 36: Enhancements and Outage Information
Due to HR Release 36.0, PeopleSoft and ASPIRE transmissions to PeopleSoft will be unavailable starting on Friday, September 13th at 5:00 pm until Monday, September 16th at 8:00 am. Users will see the following changes on Monday, September 17:
Absence Updates:
Cancel/Submit Prior Period Saved Absences:
Employees, both exempt and non-exempts, can now submit or cancel a saved absence request for the current month. Previously, employees could only cancel a saved absence.
This function gives non-exempts the ability to submit a saved absence from a prior period (up to the beginning of the month) that may impact their timesheet. Managers should review the non-exempt's timesheet to ensure the employee's regular hours on that day are correct in reflecting the absence. If not, the manager should correct the regular hours, if they can adjust, or contact their department's time adjuster to correct the timesheet. If the absence is approved by the manager and an adjustment is required, the absence will get flagged as a Harvard Exception.
Time and Labor Updates:
Schedule Change Upload:
A new upload is available that allows payroll processors to update multiple employees' schedule changes at once instead of manually entering each schedule change using the Job Data Change form.
Similar to other uploads, there is an Excel template to enter and upload your changes as a .csv file, and an Inquiry page to review whether each record successfully uploaded. The template and work instruction for this process is located in Eureka and can be accessed by clicking here.
To access this role in PeopleSoft, you must request the PS^PY^ALL^Sched Change Upload role through your tub's/unit's Authorized Requestor.
Payroll Updates:
New Additional Pay Form | Submit to Database:
A new form is available that allows payroll processors to submit an additional pay for an employee without having to use the Additional Pay Upload process or the Additional Pay Form (print and send the form to Central Payroll).
This new form submits directly to the database and requires each school/unit to have a preparer and a submitter. As a key control, no one processor can both prepare and submit the same form. Schools/units that use this form should designate a workflow process where one person prepares the form and another is responsible for reviewing the form and submitting it to the database.
This form follows most of the rules that the Add Pay Upload as it will not create the required FLSA blended calculation for a Bonus-in-Lieu (BIL), nor can it be used for certain taxable transactions.
Those who have the Pay Form - Gifts/3rd Party and Pay Form - Additional Pay pages will automatically be given the Pay Form - Addl Pay Preparer role. Those who have the Additional Pay Upload role will automatically be given both the Pay Form - Addl Pay Preparer and the Pay Form - Addl Pay Approver role.
When accessing the Pay Form as either the preparer or approver, be careful to select the correct links (highlighted below) as the names of the additional pay forms look very similar.
Instruction for this process is located in Eureka and can be accessed by clicking here.
Modify Add'l Comp to be Paid Report to Include Hours and Hourly Rate:
Prior to this release, the report was not selecting employees who have a valid, active additional pay where the Earnings Amount is blank but the Hours and Hourly Rate fields are populated. The report output has been modified to include an hours and an hourly rate field. The report will now have the two following fields added to the already existing ones:
New Quick Links Menus:
The PeopleSoft Home Page will have a new look starting September 16th for Harvard's benefited employees.
- The new Quick Links - Self Service menu (center menu) enables direct access to commonly used Self Service pages with a single click.
- This Self Service menu also displays a new Performance Management folder with links to pages that will be used for performance management. You will be directed to use these links when your school/unit implements performance management in PeopleSoft.
- There will also be a Quick Links - Manager Self Srv menu (right side) for quick access to commonly used manager tasks, such as approving timesheets (not shown in image above). All employees, including those who do not manage others, are provided access to this Manager Self Service menu in case they temporarily need to serve as "acting manager" when their manager is on extended leave. If you are not a manager, do not use these links unless directed by your local HR office.
- To re-access the quick links menus once you have navigated to a page, click the Home link at the top of the page.
New Manager Self Service Page: Training Summary:
Beginning with Release 36, the Training Summary page in Manager Self Service will provide managers access to training data for their direct and indirect reports. This pages allow a manager to view what training courses an employee has taken and is enrolled to attend, course content details and costing (if applicable).
A Job Aid has been posted to Eureka and is available here.
Access the Training Summary page through the PeopleSoft Menu: Manager Self Service > Learning and Development > Training Summary.
The initial Training Summary page displays all of the manager's direct reports.
- To view an employee's direct reports click the org chart icon
- To view an employee's Training Summary click on the employee's name
The Training Summary lists all current, future, and past courses the employee enrolled in:
| Future Courses: | Past Courses: | Does Now Show: |
| • Enrolled |
• Completed |
• Incomplete |
| • Course Waitlist |
• No Show Late |
• Cancelled |
| • Session Waitlist |
• Cancel | |
| • Web Reminder |
To view details about a course, click the course details link:
Please send any questions regarding these changes to the HUIT Support Center, (617) 496-2001, or via email.
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