H R U S E R S G R O U P ( H U G )

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2013 Fiscal Year End
– Key Information
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Key Dates & Deadlines
 Salary Planning, Position and Job updates, Employee Pay corrections

Salary planning for Employees on Leaves of Absence
 Salary planning for Bargaining Unit Employees

Salary planning corrections
Benefits Deadlines & Reminders
Taleo Updates

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Salary Planning: PeopleSoft Upload Dates
 8/26 – 8/30 for Faculty
 8/26 – 9/10 for Academic Staff
 9/04 – 9/10 for Non-academic staff
 Adds a new job data record row with the effective date of 9/1/13
 Displays action of “Pay Rate Change” and a reason as follows
 “Academic Year Salary Change (ZAY)” – for Faculty
 “Base Pay Increase (BPI)” – for Academic Staff
 “Base Pay Increase (BPI)” – for Non-academic staff
 Submit HelpSU ticket for Job Record Corrections after 9/1 Salary Load but by 9/12/13

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Position and Job Updates: gather all changes, ensure entry to PeopleSoft are completed
 Updates with effective dates prior to 9/1/13 should be completed by 8/31/13
 Updates with effective dates on or after 9/1/13 may NOT be initiated until Salary Planning has been loaded for the local unit
Resolve employee overpayments or underpayments
 Payroll does not have a correction period. Corrections (overpayments, missing pay, etc.) occurring after the close of the 08/31 pay period will post in FY14
 Note: Off-Cycle Check transaction processed on 9/3/13 will post in FY13
 Repayment checks should be submitted to Payroll no later than end of business Monday, August 26

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 Employees may be eligible for a 9/1 salary increase, at the department’s discretion
 Applies to full-time and part-time basis leaves, disability or FMLA
 Can affect timecard, pay, and benefits – crucial to get it right and in on time

By 9/9/13, enter any manual increase for an employee on leave
 By 9/13/13 , urgently advise DLS if you entered a manual increase after 9/9/13
 After 9/13/13 please don’t even attempt it - call DLS first
 Employees on a continuous LTD (Long Term Disability ) leave are NOT eligible for a 9/1 increase
Important Warning : Processing an increase retroactively to the 9/15/13 pay period after that pay period has already closed, will impact salary continuation payments and may cause an overpayment or underpayment – so this is strongly discouraged
 If you proceed, your local team will be responsible for calculating, pursuing, and clearing any overpayment or underpayment that may occur
 Advise DLS email hotline immediately of any retroactive increases: hrleaves@stanford.edu

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R E V I E W P R I O R T O 9 / 1 / 1 3
 Bargaining Unit Salary Increases
 The 9/1/13 range adjustment for SEIU bargaining unit employees in ranges A08 to A80, including employees on leave of absence, will be loaded in PeopleSoft as of 8/29/13
 Adds a new job data record row with an effective date of 9/1/13
 Displays action of “Pay Rate Change,” reason of “Range Adjustment”
C O M P L E T E D U R I N G 9 / 4 T O 9 / 1 6 / 1 3
 Employees in ranges A08 to A80 who also require a step increase
 Set the effective sequence to 1 (or the next numeric sequence) when using the same effective date of 9/1/2013 for the step increases
 Employees in grades A00 and A99
 Process a manual Employment Update web form using a Pay Rate Change  Range
Adjustment, because there are no step amounts in the salary grade table in PeopleSoft HRMS

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Helpful Tip
When bargaining unit employees receive a 9/1 step increase in addition to the standard range adjustment
 Please review 9/1/13 to 9/15/13 timecards to ensure the correct step is indicated for all worked shifts.
 Supervisor or TLA: update timecards by 9/16 to correctly reflect each shift worked at the correct step level
Example:
Joe receives a 9/1 step increase to step 15, with upload completed on 9/6/13.
 Joe enters punches into his timecard daily
 For 9/1 through 9/5, his timecard Step field will default to Step 14
 Starting on 9/6, it will default to Step 15

The supervisor or TLA will need to manually change the Step 14s to Step 15s in order for the appropriate pay rate to be received for shifts worked from 9/1 through 9/5

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 Review the outcome of the Salary Planning upload for your school or unit as soon as it completes
 Submit a HelpSU ticket for any corrections by 9/13/13, for example:
 Transactions that need to be entered into PeopleSoft with an effective date prior to 9/1/13, after a 9/1/13 salary row has already been created
 Corrections to, or deletions of, 9/1/13 salary increases that have already been uploaded via the Salary Planning module or already entered manually by the local unit

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New Hires/Rehires : enter new hires within the 31 day window to ensure that employees can elect their benefits
 PeopleSoft entries may be completed up to two pay periods before Benefits Eligible Date
 Missing data will delay employee enrollment (SSN, gender, salary)
 Both Home and Mailing addresses must be entered for all benefits eligible positions
Terminations : Cobra packets - sent out ~2 weeks after terminations are completed in PeopleSoft
 Submit Termination Webform to Payroll (as soon as you know)
 SLAC transfers must be terminated from Stanford and rehired at SLAC
Open Enrollment: complete address updates by 9/1/13 to ensure a smooth Open Enrollment
 In StanfordYou an employee’s “Permanent address” = Home Address
 Update Permanent and Mailing address fields
 Medical/Life and Retirement plan communications go to the Mailing Address
 In PeopleSoft: HRAs update both Home and Mailing address fields

If home address is missing, the employee will not be able to elect benefits

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Benefit Eligibility Date
The date of hire opens a 31-day Benefits enrollment window.
If the benefits eligibility date needs to be changed/corrected:

Do not attempt to change it
 Submit a “Ben Bin” HelpSU ticket requesting assistance
Support Resources
For HR & FAO:
 “Ben Bin” HelpSU tickets
 Used for Benefits escalations
For Staff/Faculty:
 Benefits Service Team
 (877) 905-2985 (option 9) Open Enrollment
October 28 through November 15, 2013

Campus meetings will be posted on the Benefits website
 benefits.stanford.edu/cgi-bin/

Home and mailing address updates should be completed by 9/1/13

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R E M I N D E R S A L L R E Q U I S I T I O N S O P E N I N T R O V I X N E E D T O B E F I L L E D O R
C A N C E L E D B Y 8 / 3 1 / 2 0 1 3
 Requisitions that were migrated to Taleo will be closed on your behalf (no action is required)
 Requisitions that were “open” but “not posted” at the time of go-live require your attention.
Targeted emails are on their way.
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P A S S C H E C K E D
 Removes the posting from all external websites, but at the same time allows the final candidate to complete the 2 nd pass information. If the 2 nd pass is unchecked, then the candidate will be blocked from completing their application.
 The status of the requisition will remain “Open/Posted” - see the “Posting and Sourcing” tab.
R E Q U I S I T I O N T I P S :
 It is good idea to confirm that the hiring manager has the appropriate authority in Authority Manager
 If not, the local HRM has access to grant hiring manager authority
 If you are removing your name from the Recruiter field then add yourself as a collaborator
 When posting a Waiver type req only post to 2 nd Pass
 The posting of a Waiver type req, or any re-posting action will generate auto-notification
 To see Filled or Cancelled Reqs select “Include inactive requisitions”
M A C U S E R S : I F Y O U A R E H A V I N G I S S U E S T R Y U S I N G C H R O M E B R O W S E R