STANFORD
UNIVERSITY
Overview
Human Resources Business Process
and Policy Training
Human Resources Data Services
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Topics
 About this Training
 HR at Stanford
 Stanford’s HRMS*
 PeopleSoft HR
 Getting Help
*Human Resources Management Systems
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About this Training
Scope and Structure
Goals
Future Hopes
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Scope and Structure
 Materials follow general employee life cycle
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Hiring
Leaves
Job Actions
Terminations
 Does not include faculty: contact Faculty Affairs,
Lynn Dixon, ldixon@stanford.edu, for faculty
training
 Focus is mostly on Stanford HR polices and practices
relating to HRMS Systems
– Rely on your HRM and other resources for additional
information and training
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Goals
 What we hope to accomplish:
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Clarify approach, expectations
Articulate sometimes ambiguous processes
Develop common language
Identify consequences of missing or erroneous information
Help you understand interdependencies with PS HRMS and
many other systems
– Provide the “big picture” for processes so complete process is
known, not just steps in system
• The system is your tool, used to complete a business goal
– The materials you use for training now are your references
later
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Future Hopes
 We work towards the following:
– That our documentation of business processes and associated
system job aids are exceptionally clear
– That HR Administration at Stanford becomes a model among
peer institutions
– That state and federal regulatory agencies and international
granting agencies consider our reporting to be highly accurate
– That those processing HR transactions do not hesitate to ask
for help, understanding that many situations are extremely
complex
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HR at Stanford
HR Mission
Structure
Policies
Stanford’s Diverse Workforce
Confidentiality
Compliance
Exempts/Non-Exempts, Salaried/Hourly
Temps and Casuals
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HR Mission Statement
Human Resources at Stanford supports the University’s mission of
excellence in teaching and research through strategic, innovative and
flexible policies, practices, programs and services that are:
-Fair, ethical and legally compliant;
-Foster a productive work environment where people feel valued;
-Attract, develop, reward and retain a diverse and talented workforce; and
are
-Efficient, cost-effective and add value
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Structure of HR
 Employee & Management Services Organization Chart
at http://elr.stanford.edu/who.html reflects
differences between administrative and academic
areas
 Schools and VP areas, and local units, can apply
specifics of policies differently, due to diverse types of
employees and operational needs
 List of Human Resources Managers (HRMs) &
Human Resources Administrators (HRAs) at
http://hrweb.stanford.edu/
 Central HR units listed at
http://hrweb.stanford.edu/hrdirectory.html
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Policies
 The Administrative Guide is a reference manual of
University administrative policies
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Chapter 2 contains personnel policies
Online at http://adminguide.stanford.edu/ch2contents.html
Available 24/7
It is your responsibility to be familiar with these personnel
policies
 Other University-wide policies can be found at
http://www.stanford.edu/home/administration/polic
y.html
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Stanford’s Diverse Workforce
 One of the factors that makes HR at Stanford
complex is the diversity of its workforce
 Different federal and state laws, University policies
and benefits may apply, based on the employee’s
type
 Because of this, you must use the correct codes in
PeopleSoft HRMS
 Talk to your HRM to learn what type of employees
work in your area
 Become familiar with Administrative Guide Memo
23.1, Definitions,
http://adminguide.stanford.edu/23_1.pdf, for all
the different types of employees in your area
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Stanford’s Diverse Workforce
 Professoriate
– See the Faculty Handbook, http://facultyhandbook.stanford.edu/
– If you have faculty in your area, contact Faculty Affairs for training;
this training does not cover faculty
 Non-academic Regular staff employees are eligible for benefits
 Contingents are not eligible for benefits
– Students have a limit on the number of hours they can work each
week
– Temps & Casuals
 Bargaining Unit employees are governed by a contract
– United Stanford Workers’ contract can be found at
http://hrweb.stanford.edu/information/usw.html
– Deputy Sheriffs Association
 Academic Staff
– Other Teaching Titles, Research, Librarian
 Research: if you have employees who do research in your unit,
review the Research Policy Handbook at
http://www.stanford.edu/dept/DoR/rph/
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Confidentiality
 Review
– Personnel Files and Data, Administrative Guide Memo 22.2
(http://adminguide.stanford.edu/22_2.pdf)
– Privacy of Health Information (HIPAA), Administrative
Guide Memo 23.10
(http://adminguide.stanford.edu/23_10.pdf)
 Tips
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Lock your screen when you step away for a moment
Shred confidential materials you no longer need
Pick up materials at printers and faxes promptly
Don’t talk about HR matters in hallways, bathrooms, or
restaurants
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Compliance
 The University does Compliance Reporting for
– University Board of Trustees and Administrative Officers:
basis for decision making
– State and federal government: shows we comply with laws
and regulations
– Granting agencies: regulatory as well as granting stipulations
compliance
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Exempts and Non-Exempts
 Exempt
– Employees may be exempt from the overtime pay and recordkeeping requirements when they occupy bona fide
professional, managerial, or executive positions.
– At Stanford "exempt“ positions normally are executive
officers, faculty, academic staff, other teaching staff, and
certain professional, administrative, and executive staff.
– "Exempt" status is determined by the Executive Director of
Human Resources, in accordance with provisions of the Fair
Labor Standards Act (FLSA) and regulations of the U.S.
Department of Labor
 Nonexempt
– Employees who are not "exempt" under federal and state
overtime regulations.
– Must receive compensation for overtime work
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Salaried and Hourly
 Salaried
– Compensation established by the month with the amount
remaining the same each month without regard to the
variations from month to month in the normal number of
working hours.
 Hourly
– Compensation established on an hourly basis, so that pay
varies with the actual number of hours worked (or on paid
leave) in each pay period
 See Administrative Guide Memo 23.1, Definitions,
http://adminguide.stanford.edu/23_1.pdf, for more
information
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Temps and Casuals
 Temporary and casual workers are referred to as
“contingent” workers, are not benefits-eligible and no
requisition is required to hire them.
– Temps are appointed for up to six consecutive months at any
percentage of time. If duties are technical, maintenance, or
service duties, appointment is for up to four consecutive
months at any percentage of time.
– Casuals are appointed at less than half-time for up to six
consecutive months or longer. If duties are technical,
maintenance, or service duties, appointment may be less than
half time for four consecutive months or longer.
 Records must be maintained for temps and casuals as
vigilantly as they are for regular employees
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Stanford’s HRMS
HRMS Systems
PS HR Manage Positions Role
PS HR Expert User
Axess Timecard
Labor Distribution
Payroll Process
ReportMart1
STARS (Stanford Training and Registration Systems)
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HRMS Systems
 PeopleSoft HRMS
 PeopleSoft Payroll
 Axess Timecard
 ReportMart1 HR
 STARS
 Working Partners
– Payroll Department in Controller’s Office
– Disability & Leave Services (DLS) handles certain disabilityrelated leaves
– Labor Distribution in Oracle Financials
– PeopleSoft Student Administration (not covered in this
training)
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PS HR Manage Positions Role
 Position records are managed independently of
employee job records
 The Manage Positions role oversees the creation and
maintenance of position records
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Create a new position
Update a position
Reclassify a staff position
View position summary data
Careful consideration must be made to determine if a needed
transaction requires the position record to be updated, or the
employee job record to be updated, or both
 Ask your HRM who has the Manage Positions role in
your area
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Manage Positions Role
 Here are two examples of possible changes to records:
– 1. The manager of John Doe realizes he has a need to increase
the FTE on a position. The position is currently half-time (.50
FTE). He arranges the approvals necessary to increase the
position FTE to 100% (1.0 FTE). [FTE = Full Time
Equivalent]
• This case calls for a change to the position record to increase the
FTE, but does not necessarily mean a change to the employee's
job record. However, a review of the employee's job record is
recommended.
• Refer to Update a Position job aid
– 2. An employee works 40 standard hours per week and talks
to her manager about temporarily reducing her standard
hours to 20 in order to handle some personal business. The
change is approved.
• The position record is not changed, as the approved FTE remains
in place. However, the employee's job record must be updated to
reflect a decrease in standard hours as well as compensation.
• Refer to Employment Update job aid
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PS HR Expert User
 Expert Users role are responsible for the creation and
maintenance of employee job records, overseeing the
hiring process and ongoing management of changes to
employee status, including leaves, terminations, pay
changes, etc
– Responsible for loading the HR transactions
 Importance of Employee Job Records
– PeopleSoft HRMS is the system of record for personnel data
• It is the University’s official data repository for inquiries and
reporting
– Key areas of compliance are related to job records: hires,
rehires, leaves, terminations, job changes
– Having accurate employee records means having accurate
pay and benefits and increases employee trust in their
employer
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Expert Users
 Use HR Data Services site for job aids, reference
guides, training, etc.
– http://hrdata/index.html
 Attend HRMS Users’ Groups (HUG)
– Quarterly meetings
– Schedule, slides and handouts posted on HR Data Services
website (link above)
 Read the HR Newsletters for updates
– Archived on the main HR website
http://hrweb.stanford.edu/
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Axess Timecard
 Axess Timecard is Stanford’s Time and Leave
Reporting System
 Roles
– Employee
• Enter time and leave via the web
– Supervisor/Manager
• Perform online approval
– Time and Leave Administrator (TLA)
• Enter Schedules and Edit Time Cards
• Verify completion of time records each pay period
• Verify that time reported and leave taken are paid consistently
with University policy
• Maintain accurate and timely leave records
• Perform Historical Edits, if applicable
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Labor Distribution
 Labor Distribution is an application within Oracle Financials
used to distribute payroll earnings paid by the PeopleSoft Payroll
system
 Labor Schedules define how payroll earnings are distributed for a
given employee's assignment(s), identifying what percentage of
the employee's time is devoted to each of his or her assignments
and which PTA's (Project, Task, Award) will pay for them
 How Labor Distribution Interacts with PeopleSoft HR
– PeopleSoft is the system of record for Human Resources. Employees
and jobs are set up in PeopleSoft; this information is then loaded
from PeopleSoft into Oracle. "Jobs" in PeopleSoft become
"Assignments" in Oracle. Labor Schedules are then "attached" to
employees' assignments in Oracle
– PeopleSoft generates the payroll. The payroll information is then
sent to Oracle to be distributed by Labor Distribution to the
appropriate PTAs within Grants Accounting in Oracle Financials
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Payroll Process
 Stanford pay periods are the
– 1st to 15th and 16th to last day of month
 Takes special coordination and data feeds between
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PeopleSoft HR module
PeopleSoft Payroll module
Axess Timecard
Labor Distribution
And other systems
 Review Payroll deadlines calendar
http://financialgateway.stanford.edu/staff/payadmin/res_jobaid.html
– You must abide by the transaction deadlines to make all the
processes run correctly
– You are “locked out” of PS before each period so system interfaces
can run
 Employment Verification
– http://financialgateway.stanford.edu/staff/payemployee/emp_veri
fication.html
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Payroll Process
The Payroll Process
PeopleSoft
HR
Employee record
entered in PeopleSoft
(HR data and salary)
Manage HR Records
Oracle Labor
Distribution
Sends data to Axess
Timecard and Oracle
Labor Distribution to
create record for new
employee
Account information
entered in employee
record
Sends an account number
to Axess Timecard
Labor Scheduler
Axess Timecard
Time and Leave taken
verified and signed off
each pay period
Sends time and
leave data to PeopleSoft
each pay period
=
Pay Check
Sends account
information to Oracle
Labor Distribution via
PeopleSoft
=
Expenditure
Statements
Time & Leave Administrator
Axess Timecard
Account information
for all hourly staff
verified and signed off
each pay period
Time & Leave Administrator
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ReportMart1-HR Reporting Tool
 A web-based system used to access distributed
administrative reports, including HR reports, based
on information in PeopleSoft HRMS
 Access summary and list information which can then
be displayed on the screen, output to Excel or printed
in a variety of formats
 ReportMart1 is available at
https://reportmart1.stanford.edu
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STARS
 STARS (Stanford Training and Registration System) is
a web application enabling faculty, staff, and visitors to
find and register for training
 Provides management with a centralized Universitywide tracking tool for compliance and training
administration
 Accessible by anyone with a SUNet ID
 Go to axess.stanford.edu to use STARS
 Check STAP balances for Staff members
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PeopleSoft HR
Web Forms Users/Workflow
Effective Dates
History
Action/Reason Codes
Finding the Right Record: Search Match &
RegAdmin
Other Critical Fields
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Web Forms Users/Workflow
 A Web Form is a request for a PeopleSoft HR
transaction
 Originators enter transaction data into PeopleSoft
and identify the approvers
– In the Workflow Home, they have the power to recall a
transaction while it is pending approval
 Approvers may approve or return a transaction from
the Workflow Home
 FYI recipients receive an email notification that a
transaction has occurred
 Expert Users load and save the Web Forms
– Ability to make changes to the Web Forms
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Purpose of Web Forms
 Provide an audit record for HR transactions such as
hires, promotions, salary changes, leaves, and
terminations
 Use web-enabled forms with flexibility to meet local
needs and support decentralized HR decisions in diverse
organizations
 Promote self-service by providing easy to use forms that
do not require extensive knowledge of PeopleSoft
 The Web Form Originator is the first point in making
sure the data is entered correctly
 The HR Approver reviews the information at the time of
approval
 The Expert User is the final quality check before the
transaction becomes a part of the official HR record
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List of Web Forms
Hire
 Hire
 Rehire
 Transfer from a different
department
 Add Employment Instance
 Temp, Casual, Student hire
Employment Update
Loads data to the Job Data
Component for:
 Pay Rate Change
 Change of Position Number (for
promotions, etc.)
Termination
 Termination
 Retirement
Leave of Absence
 Leave of Absence (Paid)
 Leave of Absence (Unpaid)
 Return from Leave
.
Supplemental
Pay
 Requests Supplemental Pay
 Bonus
 Retro pay
Off Cycle Check
 Request pay via special check
(not paid on normal pay cycle)
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Effective Dates
 Every transaction entered in PeopleSoft HRMS will
have an Effective Date
 The action becomes effective starting with the date you
enter in the Effective Date field
– Example: A leave action with an effective date of 06/30/yy means
the leave begins on 06/30/yy. If you want the leave to begin on
07/01/yy, enter that as the Effective Date on the record
– Example: If the employees’ last day at work is 7/31/yy, the Effective
Date will be 08/01/yy
 Ask yourself: What is the first day that the employee is
to be on this status?
 The Effective Date is critical for benefits, payroll, and
compliance—entering an erroneous Effective Date
creates a significant negative impact and is costly and
time consuming to fix
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Effective Date Goes Everywhere
Parking &
Transportation
Oracle Financials
Effective
Date
ID Card
Payroll systems
Athletics, Libraries
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Axess Timecard
Benefits
administration
(health & welfare,
retirement, life)
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Effective Dates for Multiple
Transactions
 Use the next appropriate effective Sequence # when
more than one transaction must have the same
Effective Date
– Example: Release Job Record has effective sequence 0, then
change the sequence # to 1 when loading the transfer Web
Form
 A row is inserted for each different type of transaction
– Sequence of 0 for first transaction
– Sequence of 1 for next transaction with same Effective Date,
and so on
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Retroactive Dates
 Retroactive Effective Dates are allowed in PeopleSoft
 Effective Date should be as close to the real Effective
Date as possible
 You can use a Retroactive Effective Date up to the
Effective Date of the latest transaction for the record
– Example: Reclassification retroactive to 30 days earlier. If the
Effective Date on the last row of the record is before 30 days
ago, then you can Effective Date the new row for this
transaction to 30 days ago
• Payroll has already been run for that pay period, so any
retroactive transactions that affect pay must be handled via the
Supplemental Pay Web form using retro salary or retro hourly
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History
History is maintained on all records
– Click “Include History” button
– To see all rows of history, click “View All”
– If you do not need to see all rows of history, there is
no need to click “View All”
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Add Remarks
Remarks should focus on the WHO, WHAT, and
WHEN of the transaction
WHO authorized it, WHO did the transaction (you):
include SUNet ID & phone extension
WHAT is the purpose of the transaction
WHEN does the transaction become effective
Remarks should be added to every transactions
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Action/Reason Codes
 Every transaction in PS HRMS must be coded:
– WHAT is being done (Action)
– WHY it’s being done (Reason)
 Action/Reason codes are “triggers” to other systems
that rely on HR data, so do not guess. Some of the
systems that are affected by these codes are:
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Benefits administration
Payroll, including Axess Timecard for time and labor
Oracle Financials
Parking & Transportation
Graduate Financial Support
Libraries, Athletics, ID Card Office
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Action/Reason Codes (cont’d)
 Action/Reason codes are the most poorly managed
aspect of job records and where we have the most risk
– Compliance and management reporting depend on accurate
Action/Reason codes along with Effective Dates, Job Codes
and Organization Codes
 Job aids are available at http://hrdata/jobaids.html to
help you identify and select the correct Action/Reason
code for each transaction
 Consult with your HRM or DFA (Director of Finance
and Administration, School of Medicine) if you are
unsure
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Other Critical PS Fields
 Earn Codes
– An important PS field to code the type of earnings for a
particular job; directly affects employee pay
 Organization Codes
– PS field of four alpha characters initially entered on the
Position Management.
– Also referred as DEPT ID
 Job Codes
– A four-digit number in Position Management that identifies
each job classification in Stanford's Pay Plan; sets most of the
attributes of the position
– Values of the above codes are listed at
http://hrdata/referenceguides.html
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Other Critical PS Fields (cont’d)
 Pay Group
– A field initially entered in Position Management which
drives key pay and benefits attributes of the position
– Pay Group values include:
•
•
•
•
•
•
•
•
•
•
•
•
BU1=Bargaining Unit Hourly
CSL=Casual Hourly
CTS=Contingent Salaried
EX1=Exempt Salaried
F09= Faculty Paid Over 9 Months
F10=Faculty Paid Over 10 Months
F12=Faculty Paid Over 12 Months
NX1= Non-Exempt Salaried
NXH=Non-Exempt Hourly
STU=Student Employees
TMP=Temporary Hourly Employees
VA=Various Unpaid Employees
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Search Match & RegAdmin
 Search Match & RegAdmin are the ways you know if
the new employee is already in the system
 ALWAYS conduct Search Match & RegAdmn
BEFORE entering any Hire transactions
– There are over 100,000 records in PS HRMS
– Find out if the person you’re seeking already has an Empl ID
and record in the system
– Job Aids are available at http://hrdata/referenceguides.html
 You must update the right record!
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Reports To Field
 Purpose
– Track supervisor information for EEOC* regulatory
reporting
– Identify supervisor for review of time and leave in Axess
Timecard
 Reports To field in PS Manage Positions flows to
Reports To field in Job Data
– Reports To field is located under the Job Information tab
– Reports To is a required field for non-academic staff
– Reports To field on STF Remarks tab is used for contingent
employees
*Equal Employment Opportunity Commission
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Non-Employee Affiliate Pages
 Non-employee pages in PeopleSoft will be available to
enter affiliates, who are not paid by the University, so
they can have an Empl ID and the ability to manage
Stanford privileges
 Only those with “Non-Employee Affiliate Data” Role
can enter these affiliates into the PS System
 Examples of non-employee affiliates: lecturer, visiting
scholar, visiting professor, instructor, acting
professor, consulting professor
 Examples of possible privileges: SUNet ID, ID card,
eligibility for parking permits, access to libraries,
access to email and ID mail
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Resources
Resource
URL
Personnel Policies: Chapter 2
of the Administrative Guide
http://adminguide/ch2contents.html
HR Data Services website
http://hrdata/index.html
HRMS Users’ Group (HUG)
handouts and schedule at
https://hrdata.stanford.edu/hugschedule.html
HRMS Communications
To hrpeoplesoftusers@lists.stanford.edu
(you are added to this list when you get PS HRMS
access)
HR Directory
includes list of HRMs, HRAs,
http://hrweb.stanford.edu/hrdirectory.html
HelpSU
http://remedy-prod.stanford.edu/cgi-bin/helpsu2
Payroll Forms
revised 07/09
http://financialgateway.stanford.edu/staff/payadm
in/res_jobaid.html
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