HR Liaison Meeting
Minutes
March 9, 2012
9:00 am
HOLT 170
Professional Development Updates – Beverly Gentry
Some of the courses will be revised beginning in April, including the ‘Five Tips for Better Business Writing’
being taught by Casey Huff. It will be condensed so it’s easier for people to go to. Sandy Parsons will be doing
an ADA training soon. A three part series on Career Development by Jamie Starmer is being offered starting
today during lunchtime. This series will include workshops on interviewing and writing resumes. Some
management courses are also being developed.
PeopleAdmin Updates – Sharyn Abernatha/Amy Gremore
Sharyn said we will be implementing PeopleAdmin with E-Recruit soon. The database will be updated daily
and applicants will be able to submit their applications and attachments by email 24/7. There will be a kiosk in
Employment Services for anyone who doesn’t have access to a computer or doesn’t understand how to use
the program.
There won’t be many changes for departments but hiring committees will have 24/7 access to information such
as applications and resumes online immediately. Training will be available from Employment Services as
needed, both online videos and written documentation. Later on we will be implementing the position
description module.
CMS 9.0 Upgrade Updates – Yvonne Bealer

The PeopleSoft modules for HR and SA will experience a downtime during Spring Break. The system
will go down on Thursday, March 15 at 5:00 pm and will be available again for users on Monday, March
26. You will still be able to access data by using Insight reports. The Self Service pages will also be
down during Spring Break.

Navigation will look a little different since it now has a drop down menu. Use the Home link to get back
to the left bar menu. There are not a lot of other changes. We have done a lot of testing but let us know
if there are any problems as soon as possible so we can get it resolved.

We are updating our Business Process Guides for 9.0 and would like your feedback if changes are
needed. They will be on our website by March 26 when we go live. All reports created in 8.9 will carry
over to 9.0. All your Favorites should move over also. There is a change to the Education page and the
Educational License information for employees page. They are now in a new location so you may have
to change your favorites for them.
Payroll Reminders – Alison Christensen

Student Payroll – The Employment Services office has been getting some Student Employment
Authorization forms for students in Class IV that have not already been approved by Student
Employment. Please send these Class IV forms to Steve Irving for his approval first to expedite the
process. The deadline for student time approval has been moved up to 3:00 pm on the day it is due.

There is no need to submit any hourly intermittent employees on separate Attendance Certification
reports. Since they’re all paid on the same day now, you can submit NRA and ISA students, rehired
annuitants, etc. on the same form. Please submit them separately from the Main payroll though so they
can be processed first.

Reminder that Overtime forms need a pre-authorization approval signature and date on the form before
submitting to Payroll.

Reminder that Docks are due to Payroll on the 15th of each month. A copy of the employee’s absence
report is needed that reflects those docks so the employee can be paid appropriately. Anytime you
know that an employee is in dock status, contact Payroll asap even if it’s after the 15th to avoid an
overpayment to the employee.

There are only a few more months that hard copies of absence reports are required for Payroll. Do not
send any reports that are blank. ‘No Time Taken’ needs to be written in if no leave time was used. In
Absence Management Self Service the employee will be able to enter time throughout the month, not
just at the end of the month. Yvonne said you can enter time up to 3 months in advance. Rebecca said
training for AMSS will be held between May and July and will include on-line video training and demos.
There will be communication to all employees. This process will not be used for students. Yvonne will
try to set up a demo of the process for the next meeting. The ‘Reports To’ for each person will be the
person who can approve each employee’s time. Contact Susan Long if you have any questions about
the ‘Reports To’ process. The Timekeeper will be able to enter time on behalf of their employees and
will be able to monitor time entered for your department.
Student Employment Information – Steve Irving
Steve said last month was the first time the process for separating graduating students was used and it went
well. He thanked those involved. There is currently no formal notification process for separating student
employees. There have been some serious concerns with students having access when they are separated
(such as PeopleSoft and Office Max for ordering). They will have a more formal process soon (like the ANSE
process for staff and faculty). When a student employee no longer needs access, it needs to be turned off.
Open Forum:
Chris Linton said the summer work study application will be available April 1st.
Next meeting date – May 11th