Employee selfservice hris ppt imp

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  • HRIS stands for Human Resource Information System –HR will use this system to track and edit HR data. Exempt and Non-exempt definitions; Exempt - are employees who are paid an annual salary. Non-Exempt - are employees who are paid by the hour. Employee Self Service (ESS) is the portal where you will go to access your data and perform transactions.
  • HR’s web site is still the one-stop shop where you can get information and forms for HR transactions.
  • This is the HRIS page. This is THE source for information about HRIS Be sure to check back here for additional information as it becomes available. This is an excellent site to add to your favorites!
  • The New Employee Self Service Portal is where you will access all of your HR information online. To get to employee self service, you open any web browser and navigate to http://www.asu.edu/interative/ Some notes: Any browser will work (Macintosh and PC) You don’t have to be logged into ASU Can do this from home, or on the road Available 24/7 Secure web link Log in with your ASURITE ID and Password
  • There are several advantages to having access to your information online. Now you can update your personal Information online, 24/7 from any computer that can reach the internet. When you make a change, it is changed globally and in real time – all ASU systems that are connected to PeopleSoft are updated.
  • This is the Personal Information page – You can view and edit your data by clicking on the Personal Information Summary link You can change these items Home and Mailing address Phone numbers Email Addresses Emergency Contacts Marital Status
  • Changing your data is quick and easy. Scroll to the place where you want to change and click on the appropriate button.
  • Changing the data is straight forward. You can edit existing data by simply typing in the new values. You can delete rows by clicking on the delete button and add data by clicking on the add button. Always click on Save when your are done.
  • You will be able to access your pay information on line. You can make changes to your W4, Print the pay advice for your Direct deposit, Or View your pay check online.
  • These are the items that will be in the payroll and compensation section. They will look slightly different in the actual portal. Yo will be able to: View your paycheck on line Make voluntary deductions Manage your direct deposit View your compensation history Edit your W-4 information
  • You can view current and historical pay checks here.
  • Your Pay slip is your pay advice. ASU will not mail you pay advices (slips) to you, but you can come here and view and print them at any time.
  • You can review and edit your direct deposit settings and change them here.
  • You can change your withholding (W4) online. Fill in the values and click on the save button at the bottom. (Do we know if changes are instant?)
  • Just like eProfile – ePay gives you instant access and real time changes to your data.
  • This is what the leave of absence form looks like. You can find it under “R” in the HR/Forms area on the HR website.
  • How does an employee with a hire date during the year figure out their forfeiture date this year?
  • Next section is Requesting paid time off.
  • Now all paid time off requests will be handled through an online time sheet. This time sheet will be filled out by exempts directly online via the employee self service portal. Non-exempts will follow directives set by each department or use the “Request Paid time off” form found at www.asu.edu/hr/forms. Print out the form, fill it out and return it to the department time administrator. The DTA will enter the data into the time sheet.
  • Because all of the data goes into the time sheet, everyone will have the advantages listed here.
  • Here’s how to fill out the form: To navigate to the form, click on Time reporting, and then time sheet. [CLICK] Pick the week of the time you want to reference. [CLICK] Type in the hours you are requesting off [CLICK] Select the reason for the time off from the Time Reporting Code [CLICK] Click on Submit. [CLICK] A different row is required for each different type of reason (vacation, sick time, etc.)
  • ASU will be processing all pay on a bi-weekly lagging pay system, just as other Arizona Universities, and Arizona state departments do. This means that you get a paycheck every other Friday for the work performed in the weeks prior to the week that the paycheck arrives.
  • ASU will be joining the other Arizona Universities, Arizona state departments in processing all pay on a bi weekly lagging pay system. This means that you get a paycheck every other Friday for the work performed in the weeks prior to the week that they paycheck arrives. There will be three pay checks in July and august with varying amounts as we transition to the new system. See the BPG.
  • This shows the difference of a lagging week – The first row shows the system prior to July 2007. The second row shows the system in July.
  • The driving force for this change is to reduce the complexity and cost of the system. With everyone on the same system, it will be more reliable and less expensive to run.
  • Hourly (non-exempt) employees will record their time using the preferred method as directed by each individual department. At the end of each pay period, the Department Time Administrator will record your payable hours, applying University policy and FLSA rules. For employees that do not have ready access to a computer, the department may approve the use of paper time cards and the Department Time Administrator will enter the time.
  • If there are corrections to the time recorded, the employee must get a “time Adjustment Form” from the HR/Forms web site fill it out, sign it, have your manager sign it and return it to the Department Time Administrator.
  • There are lots of places to get extra info and help. Go online to get the most current and accurate information –
  • Last bit – Next Steps
  • Employee selfservice hris ppt imp

    1. 1. Human Resources Information System (HRIS)
    2. 2. This Presentation Will Show You… <ul><li>How to access the system </li></ul><ul><li>How to view your Personal Information </li></ul><ul><li>How to view your Payroll and Compensation info </li></ul><ul><li>How to view your Benefits </li></ul><ul><li>How to request paid time off </li></ul><ul><li>Payday calendar </li></ul><ul><li>How to record hours worked </li></ul><ul><li>How to get help and more information </li></ul><ul><li>Next steps </li></ul>
    3. 3. About This Presentation…. <ul><li>This presentation contains information about HRIS (Human Resources Information System): </li></ul>
    4. 4. Some Quick Definitions <ul><li>HRIS – Human Resource Information System – the replacement for HRMS (Human Resources Management System) </li></ul><ul><li>Exempt - Those employees who are paid an annual salary </li></ul><ul><li>Non-Exempt – Those employees who are paid hourly. </li></ul><ul><li>Employee Self Service (ESS) – the portal where you access your data in HRIS. </li></ul>
    5. 5. Accessing the System
    6. 6. To access Info About HR: Available from any internet connection! http://www.asu.edu/hr
    7. 7. To access Info About HRIS: Available from any internet connection! http://hris.asu.edu/
    8. 8. Employee Self Service Portal Access You can get to the portal from the HR website, the HRIS web site or by typing in the URL http://www.asu.edu/interactive/
    9. 9. Accessing Your Personal Information
    10. 10. Your Personal Information <ul><li>You can update your personal Information online, 24/7 from any computer that can reach the internet. </li></ul><ul><li>When you make a change, it is changed globally and in real time – all ASU systems that are connected to PeopleSoft are updated. </li></ul>
    11. 11. View and Update Your Information From the Eportal -> Click on Self service, then Personal Info
    12. 12. View Your eProfile Change your data by clicking on the “Change” buttons.
    13. 13. View and Update Your eProfile In each screen, you can change, add, delete and save your changes.
    14. 14. Payroll and Compensation
    15. 15. What’s new? <ul><li>You will be able to see pay information on-line. </li></ul><ul><ul><li>View checks and advices online </li></ul></ul><ul><ul><li>Make changes to W-4 forms (non-resident aliens excluded) </li></ul></ul><ul><ul><li>Request direct deposit </li></ul></ul>
    16. 16. Payroll and Compensation From the Eportal -> Click on Self service, then Payroll and Compensation
    17. 17. Payroll and Compensation Employee Self Service -> Payroll and Compensation -> View Paycheck If you view the information here.
    18. 18. If you have Direct Deposit, your payslips can be viewed and printed here. Pay slip (advice) – you can come here to print them at will. They will not be mailed. Payroll and Compensation Employee Self Service -> Payroll and Compensation -> View PaySlip
    19. 19. Payroll and Compensation Here you can easily edit your direct deposit settings. Employee Self Service -> Payroll and Compensation -> Direct Deposit
    20. 20. Payroll and Compensation Employee Self Service -> Payroll and Compensation -> W4 Tax Information Your W-4 changes are easily made online.
    21. 21. <ul><li>With this automated system you have access: </li></ul><ul><ul><li>From any computer that is connected to the internet </li></ul></ul><ul><ul><li>Any time day or night </li></ul></ul><ul><ul><li>Changes are real time (no delay) and are changed in every system that is connected to PeopleSoft. </li></ul></ul>Why are we Changing to ePay?
    22. 22. Benefits
    23. 23. Benefits <ul><li>A future change: </li></ul><ul><ul><li>January 2008 for Qualified Life Events changes </li></ul></ul><ul><li>In the interim, any benefit change requests will continue to be done via hr/forms </li></ul><ul><ul><li>Declaration for Change Form </li></ul></ul><ul><ul><li>Leave of Absence Form </li></ul></ul>
    24. 24. Declaration of Change <ul><li>www.asu.edu/hr/forms </li></ul><ul><li>Declaration of change form </li></ul>Benefits
    25. 25. Leave of Absence Form <ul><li>www.asu.edu/hr/forms </li></ul><ul><li>Request for Leave of Absence </li></ul>Benefits
    26. 26. <ul><li>Benefits are effective now </li></ul><ul><li>Premiums will be withheld each pay date: </li></ul><ul><ul><li>26 pay periods for employees being paid year round; </li></ul></ul><ul><ul><li>Less pay dates for employees on 8-, 9-, or 10-month pay schedules; </li></ul></ul><ul><ul><li>Additional pre-collected benefits deductions to cover the summer months will be withheld beginning January of each year. </li></ul></ul><ul><li>Dependent information and beneficiary information is viewable online. </li></ul><ul><li>Dependent info and beneficiary information is updatable in Open Enrollment, next opportunity will be January. </li></ul>Benefits
    27. 27. Requesting Paid Time Off
    28. 28. Requesting Paid Time Off <ul><li>Requesting Paid Time Off (vacation or sick days): </li></ul><ul><ul><li>Exempt (Salaried) employees will use the online time sheet . </li></ul></ul><ul><ul><li>Non-Exempt (Hourly) employees will follow directives set by each department, or fill out a paper form available at www.asu.edu/hr/forms and turn it in to the Department Time Admins. </li></ul></ul><ul><ul><ul><li>Department Time Admins will enter requests in the online time sheet . </li></ul></ul></ul>
    29. 29. Requesting Paid Time Off <ul><li>The online time sheet offers these benefits to everyone: </li></ul><ul><ul><li>Future Entries of Paid Time Off Accepted </li></ul></ul><ul><ul><li>Verification of Paid Time Off Requests Against Accrual Balances </li></ul></ul><ul><ul><li>FLSA Compliance </li></ul></ul>
    30. 30. Requesting Paid Time Off - Exempt Employee Self Service -> Time Reporting -> Report Time -> Web Clock
    31. 31. Requesting Leave for Hourly <ul><li>www.asu.edu/hr/forms </li></ul>Request for paid Time off
    32. 32. Pay Date Calendar
    33. 33. Change to the Pay Date Calendar <ul><li>ASU will be processing all pay on a bi-weekly lagging pay system just as other Arizona Universities and Arizona state departments do </li></ul><ul><li>If you get paid TWICE a MONTH (Semi-monthly or SM), you will be paid EVERY OTHER WEEK (Bi-weekly or BW). </li></ul><ul><ul><li>26 pay checks </li></ul></ul><ul><ul><li>Annual pay doesn’t change </li></ul></ul><ul><ul><li>Each pay check will be slightly smaller (there are two more paychecks in each year!). </li></ul></ul>
    34. 34. <ul><ul><li>Automatic deposit will roll over automatically. </li></ul></ul><ul><ul><li>The new pay date calendar is a lagging week schedule, which allows for corrections prior to pay check delivery. </li></ul></ul>Change to the Pay Date Calendar
    35. 35. Week 1 Week 2 Week 3 Week 4 Lagging Week System Paycheck here Is for these two weeks Lagging Week Change to the Pay Date Calendar Week 1 Week 2 Week 3 Week 4 Current System Paycheck here Is for these two weeks
    36. 36. View the Pay Date Calendar Access the HRIS website and click on the Payroll and Payday Calendars link under the TOOLS & APPLICATIONS heading.
    37. 37. <ul><li>By converting everyone to the same schedule, ASU reduced the payrolls to 26. This simplifies the system and reduces cost, and increases accuracy. </li></ul>Why Change the Pay Date Calendar?
    38. 38. Record Time
    39. 39. Record Time for Hourly Employees <ul><li>Hourly (non-exempt) employees will record their time using their timesheet or departmental method. </li></ul><ul><li>At the end of each pay period, the Department Time Administrator will run a process to convert your Recorded Time into payable time, applying University policy and FLSA rules. </li></ul>
    40. 40. Why Record Time for Hourly Employees? <ul><li>Ensures FLSA compliance – you’re being paid according to the fair labor standards act! </li></ul><ul><li>You will receive overtime, comp time when you should. </li></ul><ul><li>There will be an accurate reflection of your time worked. </li></ul>
    41. 41. Department Time Administrator <ul><li>Any time the time recorded is changed, you need a signed form – </li></ul><ul><li>Then the department admin will be able to update your time record. </li></ul><ul><li>Go to HR forms – look for “Time Adjustment Form” </li></ul><ul><li>Departments must keep signed, approved documentation on file. (audit trail) </li></ul>
    42. 42. Where to Get Help
    43. 43. Where to get more info <ul><li>www.asu.edu/hr </li></ul><ul><li>www.asu.edu/hr/askhr / </li></ul><ul><li>Call the Office of Human Resources (OHR) help desk (480) 965-2701 </li></ul>
    44. 44. Next Steps
    45. 45. Next Steps <ul><li>If you are Hourly (non-exempt): Discuss with your manager and department the details of how you will record your time. </li></ul><ul><li>Identify your Department Time Administrator. </li></ul><ul><li>Review the auto withdrawals from your direct-deposit account. </li></ul><ul><li>Encourage co-workers to go to the HRIS site for the latest information about HRIS. </li></ul>
    46. 46. <ul><li>This brings us to the end of this presentation. </li></ul><ul><li>Thank you! </li></ul>

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