UNIVERSITY OF ALBERTA Administration/Finance Learning Initiative

PeopleSoft HCM V9 Upgrade Training Manual

Prepared by: Human Resource Services & IBM

Last Updated: November 3, 2008

PeopleSoft HCM V9

Upgrade Training Manual

GO-Live date for PeopleSoft HCM V9 is November 17, 2008 and you will have the same level of access as in PeopleSoft V8.

CCID & Password: If you are not sure what your CCID/Password is or you need to have your Password reset. Please contact the AICT Helpdesk at 492-9400 or visit the website at: http://www.helpdesk.ualberta.ca/

**This document is NOT intended as comprehensive training material**

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PeopleSoft HCM V9

Upgrade Training Manual

Table of Contents
PeopleSoft HCM V9
General Overview Accessing PeopleSoft HCM System „Time Out‟ Signing Out of PeopleSoft HCMV9 Introduction to PeopleSoft HCM Searching for Pages Favorites Using the Search Features Search Match Downloading to Excel Using Notify Distributed Access Addresses Employment Information Work Location Job Information GL Distribution by Account GL Distribution by Employee Workforce Job Summary Paycheque Earnings Paycheque Deductions Adjust GL Distributions Biweekly Timesheet Entry Reporting Absences 4 5 6 7 8 11 13 17 23 30 32 35 37 38 40 41 43 44 47 50 52 53 55 60

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They are:         NAVIGATION Path Changes NEW Pages ADDED NEW Fields in V9 NEW Links instead of Buttons and Icons Changes to existing Field names on Pages Changes to existing Page names Existing Pages REMOVED/REARRANGED/COMBINED Some Modules/Components re-written 4 . there are some changes either as a result of the new look or are enhancements that will make the system more user-friendly and intuitive.PeopleSoft HCM V9 Upgrade Training Manual GENERAL OVERVIEW System-wide Changes What‟s NEW!   New “Look and Feel” New Terminology o Menu o Menu Items o Search box   Changes in Navigation Pages can be “Bookmarked” using My Favorites within V9 What‟s GONE!   “My Favorites” in the PeopleSoft Application Menu Bar – no need to use Internet Browser Favorites Some Buttons/Icons replaced by Links. Functional Changes Although the functionality remains almost the same.

To ensure that only legitimate University staff have access to the PeopleSoft web application. Click the Yes button to continue. Click on the button. Enter your password in the Password field.PeopleSoft HCM V9 Upgrade Training Manual ACCESSING PEOPLESOFT HCM PeopleSoft HCM V9 is a web-based application and therefore it is critical that accessing and working with important data on the web is safe and secure. Enter your Campus Computing ID (CCID) in the User ID field. 5 . 3. Access the Oracle PeopleSoft Sign-in page – either from your Desktop short cut icon or through a link on the Administrative Information Systems website. The Oracle PeopleSoft page will open as displayed below: 2. STEPS: 1. Security Alert – a security alert panel may appear. 4. you may not be required to take this step. an additional layer of security has been maintained. Depending on how your Departmental LAN is configured.

if a session has been inactive for 40 minutes. click on the Sign in to PeopleSoft link. 6 . as displayed below. the system will automatically sign you out.If your session has “timed out”.PeopleSoft HCM V9 Upgrade Training Manual System “Time Out” For security purposes. and log in to PeopleSoft again. If you do not click the OK button to continue the session will automatically “time out”. The system will first give you a warning message. Your PeopleSoft connection has expired .

Please DO NOT simply use the Browser “X” Button to exit the application. your sessions actually remain connected until they are timed out! 7 . Close your Internet Browser using the Browser “X” Button. Select the link from the Navigation Header. You must Sign Out first! If you do not use the proper Sign Out procedure.PeopleSoft HCM V9 Upgrade Training Manual Signing Out of PeopleSoft HCM V9 STEPS: 1. 2.

PeopleSoft HCM V9

Upgrade Training Manual

INTRODUCTION TO PEOPLESOFT HCM
The PeopleSoft HCM Home Page has a NEW look and feel to it. Across the top of the page is the Navigation Header, which always remains on the top. You can link to Home, Help and Sign Out from whatever page you are on. What‟s NEW!   navigation and menu structure – two ways to navigate; using the menu on the left-hand side of the page or by using the folders on the right-hand side of page some names have changed such as Administer Workforce (now labeled Workforce Administration) and Payroll (now labeled Payroll for North America)

Left-Hand Menu Navigation Header

Folder View

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PeopleSoft HCM V9

Upgrade Training Manual

Using the Navigation Header (Hotlinks)
Hotlinks are always available no matter where you are within the application. The following functions are included:

Select this link to return to the Home page from anywhere within the PeopleSoft system.

Starts PeopleBooks, an on-line text-based Peoplesoft help system.

Select this link to sign out of PeopleSoft.

Click this link to access PeopleSoft Workflow. This button is only present if a user has an access to workflow and a worklist.

Click to create and manage bookmark lists of links to folders and content references.

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PeopleSoft HCM V9

Upgrade Training Manual

Left-hand Menu
On the left side of the Page is the Left-hand Navigation Menu. This menu consists of a main listing of functions to which you have been granted access to. Each menu item on the list can be “drilled into” further to locate components and pages in which to view information. The left-hand menu is set up like a hierarchy that enables you to navigate to the desired component or page. This hierarchy expands and collapses depending on your selection. Menus can expand up to four levels. To go back to the first level simply click on the downward facing arrow or on the menu header.

Menu Item Sub-Folder Component

Hiding the Navigation Menu:
Click the Minimize Menu button in the top right hand corner of the menu once you have navigated to the desired page. This allows more of the page to be viewed on screen.

Un-hiding the Navigation Menu:
Click the Expand Menu button -

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as well as navigation and a hotlink that takes users directly to the page when selected. The search results contain a brief description. is new and allows users to enter whatever piece of information they know and have the system return all pages and folders that meet the search criteria based on the user‟s access. 2. Search requires entering complete words. found in the top-left corner of the screen. Enter the keyword or phrase in the Search field. Using part of a word will not yield any results.PeopleSoft HCM V9 Upgrade Training Manual Searching for Pages The Search function. Click the Start Your Search button. STEPS TO LOCATE A PAGE: 1. 11 .

Click on the Hide Summaries link to remove the description from the Search Results. To hide the page description. To get help with Searching. 12 . Click on the Return to Search link to go back to the search page. 3. 2. To customize Search results. click the Search Tips link. click on the Customize Settings link.PeopleSoft HCM V9 Upgrade Training Manual 1. Change the settings to your liking and then click the Save button to save your changes and return to the Search page or click the Return to Search link to exit without saving.

Similar to bookmarking websites. a user can use the “Add to Favorites” functionality. 3. Click on My Favorites. as needed. renamed and deleted. 4. Click on My Favorites. 2. 3. A confirmation box appears asking if you wish to continue. 2. Favorites can also be organized. The system will not allow you to bookmark folders. Enter a Description. 13 . Click on Add to Favorites. STEPS TO ADD FAVORITES: 1. Click the Delete button located to the right of the page name. Locate the page you wish to delete. Click on Edit Favorites. STEPS TO DELETE FAVORITES: 1. click OK to remove the page from your Favorites or click Cancel to remove it. IMPORTANT: Only pages can be bookmarked. Open the page you wish to mark as one of your favorite pages.PeopleSoft HCM V9 Upgrade Training Manual Favourites PeopleSoft HCM allows you to bookmark commonly used pages within applications. 4. 5. Click the OK button to save the change.

PeopleSoft HCM V9 Upgrade Training Manual STEPS TO RENAME FAVORITES: 1. Click in the box of the Favorite to rename and overwrite the description. 2. Click on My Favorites. 3. STEPS TO SEQUENCE FAVORITES: 1. 4. (default is alphabetical order) If the Sequence numbers are left at “0” the system organizes the pages in alphabetical order. Click on My Favorites. 3. Click on Edit Favorites. Click the Save button to save the change. 14 . Click the Save button to save the change. 4. Click in the Sequence number field and enter the number in which you would like each page to be ordered. 2. Click on Edit Favorites.

Within the Personalization Categories users have the ability to personalize the following:      General Options – contains settings for Spell Check Language. Regional Settings – contains settings for time zones. Multi Language Entry. etc. clock settings. System & Application Messages – used to suppress the SAVE warning Navigation Personalizations – controls the settings for tabbing and collapsing menus Restore Defaults – allows the user to have original settings reapplied 15 . etc.PeopleSoft HCM V9 Upgrade Training Manual Personalizing Your Page My Personalizations allows the user to change system settings to suit their needs.

STEPS 1. Enter the desired value in the Enter search string field.PeopleSoft HCM V9 Upgrade Training Manual Using the Find Functionality The Find functionality in version 9 allows users to quickly locate information without having to scroll through many rows of data. Click the Find link to display the Explorer User Prompt. in the Phone Type field the search string may be “business”. Click the OK button to have the desired row brought forward. 16 . The search string is any value found in a field on a page. 2. 3. For example.

Some operators may not be available based upon the field being searched. Search allows the user to specify criteria by which the system retrieves matching information. See complete list of operands and their description below. There are two types of search pages:  Basic search  Advanced search 17 . For example. etc. “begins with”. On the Find an Existing Value page enhanced functionality has been added that allows a User to specify more search criteria to narrow their searches and thus display a more refined list of results.PeopleSoft HCM V9 Upgrade Training Manual Using the Search Features: PeopleSoft HCM V9 has expanded search capabilties.  Search on records using an expanded list of operators in other search fields such as “contains”. Users can:  Save regularly performed searches and delete them as required. “between”. date fields only allow “=” (equal to) and the “begins with” operator only works on certain numeric fields such as the ID field.

Additional Search Criteria as in the Class Search above. 18 . The system may. Sometimes. The Additional Search Criteria page generally offers several keys by which to search for records. the system will always display an option to an Advanced Search page. the key search field may be changed using the Drop-down list box. at times.PeopleSoft HCM V9 Upgrade Training Manual Basic Search: A basic search page. offers just one or two fields by which a search may be performed. It allows a more focused search by offering more than one criteria field. or performing an inquiry. in general. ask you to complete the basic fields and then give an option to perform a Basic Search or an Advanced Search. Advanced Search: When selecting a page to navigate to.

PeopleSoft HCM V9 Upgrade Training Manual Search Page Operands: The search field operands have been expanded upon to allow users to perform more refined searches. Below is a list of operands and their description:           begins with is used to search for values that begin with a certain character or number contains is used to search for values that have a certain character or number within the field = is used to search for values that are equal to a certain character or number not = is used to search for values that are not equal to a certain character or number < is used to search for values that are less than a certain character or number <= is used to search for values that are less than or equal to a certain character or number > is used to search for values that are greater than a certain character or number >= is used to search for values that are greater than or equal to a certain character or number between is used to search for values that are within a range of characters or numbers in is used to search for a list of values that are separated by a comma or being selected from a list 19 .

PeopleSoft HCM V9 Upgrade Training Manual Search Results: The search function can retrieve up to 300 entries from the database. or use View All to view all results at one time. displaying a number of results at a time in the search results list. Note: Using the „%‟ sign in the EmplID field will return all employees in a department or all employees the User has security access to. The first click on a column heading will sort results in ascending order. 20 . If the list is subdivided. Use the browser's scroll bar to view all listings on the current page. select the right-pointing arrow above the frame to view the next set of listings. Search Results output is provided on a grid and can be sorted by any column. The second click on the same column will sort results in descending order.

PeopleSoft HCM V9 Upgrade Training Manual If you do not click View All prior to sorting columns only the first page (of 100) will be sorted. select the underlined link of the record in the search results grid. 21 . To access the page.

2. 22 . the saved search can be selected. 4. STEPS: 1. Click the Return to Advanced Search link to exit.PeopleSoft HCM V9 Upgrade Training Manual Saving Searches: Commonly performed searches can be saved for use at a later time. 3. Enter the name of the search. Upon re-entering the page. Click on the Save Search Criteria link. Click the Save button to save the search and receive confirmation that the search was successfully saved.

For more information on these operands see the Search Page Operands section above. The page setup has been updated with the addition of operands that increase search flexibility. NAVIGATION: Campus Community > Search Match 23 .PeopleSoft HCM V9 Upgrade Training Manual Search/Match Search/Match functionality has changed in PeopleSoft HCM V9. an employee when you do not have the ID number but you may have other information that will assist in performing the search for you. for example. The Search/Match feature is used to find.

user specific searches can be saved and referred to in the future    STEPS: 1.PeopleSoft HCM V9 Upgrade Training Manual The Search/Match page consists of the following fields:    Search Type – searches can be done either on Person or Organization from the same page Search Parameter – displays the parameter code selected to access the page Ad Hoc Search – enables users to bypass the Institution‟s predefined search standards to perform a custom search without predefined operands and without limiting characters Description – Identify what you are looking for Operand – appears only when the search parameter permits Ad Hoc searches Save Search Criteria . Search Type .From the drop down Enter PERSON and Click on the 24 .

Click on U of A HCM Person Traditional 3.PeopleSoft HCM V9 Upgrade Training Manual 2. 25 . Search Result Code – to select the search result code click the look up button selecting this code only has to be done once – it will default to the search code for all subsequent searchs.

26 . Search Result Code – UA TRAD UNMASK UofA Person Trad Result UnMask 5.PeopleSoft HCM V9 Upgrade Training Manual 4. GENDER. DATE OF BIRTH. and FIRST NAME. Enter the Search Criteria in the Search Fields – NATIONAL ID (SIN). LAST NAME.

The higher the Search Order Number (i. The system assigns a Search Order Number depending upon the amount and type of data entered as described in the following table: Search Order # 10 20 30 40 50 Field with Data Social Insurance Number (SIN #) Last Name (you must enter between one and ten letters) and birth date Last Name (you must enter between one and ten letters) and gender First and Last Name (you must enter between one and ten letters) Last Name Only (you must enter between one and ten letters).e. 10 means the system is looking for Social Insurance Number) the more restrictive the search. 27 .e. The lower the Search Order (i. Click the information. button to have the system search for the specified 7.PeopleSoft HCM V9 Upgrade Training Manual 6. 50 means that the system is looking for Last Name Only) the less restrictive the search.

the next page you access will have the ID of the person included in the Search Box. The Search Results will be displayed on a new page as seen below: Results tab indicates the following information is retrieved for each matching individual: o ID Name o Type (Primary. The Search/Match page is minimized to the Taskbar and you can click on it to return to it later. 28 . Preferred. Use this icon if you have located the person and now need to view or update data about them.PeopleSoft HCM V9 Upgrade Training Manual 8. Former) o Name (First Name and Last Name) Click on the Detail link to go to the Biographical Details page for that person. Click the button to set the Carry ID function for the desired ID/Name. If you use Carry ID.

Click on the Additonal Information tab to access links to Person Organizational Summary and Relations With Institution to view Peson of Interest. 29 .PeopleSoft HCM V9 Upgrade Training Manual Results2 tab indicates the following information is retrieved for each matching individual: o ID Name o National ID (Social Insurance Number) o Birthdate o Gender o Campus ID 9. respectively. (POI) types and/or their relationship to the U of A.

Click on the download icon. 3. as well as all row information displayed will be downloaded. Many. . These setup steps have been included in the Appendix. Downloading to Excel: Once you have completed the steps to setup internet explorer to allow downloading you can begin exporting grids to excel. The File Download box will appear. 2. If you do not have access to complete these steps contact your local LAN Administrator.PeopleSoft HCM V9 Upgrade Training Manual Downloading to Excel Downloading to excel is a NEW FUNCTION. The titles. To open the file immediately: 30 .xls” extension. but not all. pages will display the download icon spreadsheets. STEPS: 1. Downloading the first time may require additional setup. Information can be downloaded to Excel to easily create Users only need to click on the download icon and click open to have the grid information sent to an Excel sheet. Ensure the Name in the File Download box has the “.

Click the Open button in the File Download box.PeopleSoft HCM V9 Upgrade Training Manual a. Click the Save button in the File Download box to display the Save As box. Click the Save button to save your spreadsheet and access it later. 5. 31 . c. saved or closed. b. Cancelling at this point will stop the download completely and return you to PeopleSoft HCM. 4. Choose the location for the file and enter a File name. b. To cancel the download: a. Excel will open immediately and the file can be formatted. To save the file: a. Click the Cancel button. as needed.

Using Notify eliminates the need for screenshots and long wordy descriptions and also simplifies issue resolution as this is a clean and accurate way to share page information. Recipients only need to click on the link to open the login page. the system will open the page based on the user‟s access. 32 .PeopleSoft HCM V9 Upgrade Training Manual Using Notify Notify is a NEW FUNCTION in V9 that allows users to send links to pages to other users via email. If the recipient does not have the appropriate security they will not be able to view the page from the link. Once logged in. Notify works just like any other email application and is available on almost every page within PeopleSoft HCM version 9.

5. however. Medium and Low. This feature should not be used to generate an email to a student as the student will not have the appropriate security access to view the page. 2. Click OK to send the e-mail. users can enter their email address in the CC field to receive a copy of the email. 33 . In the To. Choose a Priority from the drop-down box. as needed. Enter a Message. Recipients also cannot reply to this email. 4. Choices include High. enter the email address of the person(s) or click on the Lookup Recipient link to locate the email address(es) to which the email will be sent. 3. There is no sent copy that can be accessed. 1. Enter a Subject. click Cancel to cancel the e-mail notification or click Apply to send the e-mail and remain on the page.PeopleSoft HCM V9 Upgrade Training Manual STEPS: Start this instruction from the Send Notification page. CC and BCC fields. The Spell Check feature is available on the Subject and Message fields.

some major enhancements. pages and fields have been rearranged. Several menus. in addition to the new look and feel. there are new fields and links that will serve as efficient tools for the users.PeopleSoft HCM V9 Upgrade Training Manual HR FUNCTIONAL AREAS Overview The Human Resources (HR) Module of PeopleSoft HRSA V9 has. Other changes include:  A new Distributed Timesheet (Biweekly Timesheet Entry & Report Absences)  Distributed Access  New General Ledger terminology (combination code)  Employee Self-Service for Bear Tracks 34 .

current and future dated rows (actions/reasons). New Links. by your department. Distributed Access is a view-only feature. Tab Names.PeopleSoft HCM V9 Upgrade Training Manual Distributed Access What‟s NEW! .Academic (Support Staff. Accessing one or both categories will depend on your security class. Using the Distributed Access solution the type of information you are available to view will depend on the security class assigned to you. demographic and other employee-related data. Much of the data is Effective Dated. Temporary and Casual). 35 . There are two categories of employees within PeopleSoft HCM – Academic (Academic Staff and Students) and Non.Regular. New Fields Distributed Access is a resource tool for departmental contacts to view selective payroll. When you retrieve an employee‟s record there are various ways to access historic. Meaning you can inquire on employee records but you do not have the ability to maintain or change any information.Changed Menu Names. the operator.

while Level 5 will provide the most information. There are four profiles in Distributed Access.PeopleSoft HCM V9 Upgrade Training Manual Distributed Access Users may or may not be able to see the following pages. Level 2 has the least amount of access to HR/Payroll information. Along with this request form a Confidentiality Agreement must be completed. depending on their level of security. You will only be able to view HR information for employees in the department(s) to which access was requested by your department. Both forms require signatures by the Designated Authorized Approver within the department/faculty. 36 . Each profile allows you to access a certain amount of information in PeopleSoft HCM. Security is also defined by departments assigned. The Request for Administrative Applications Access (Request for PeopleSoft HCM Access) form must be completed and faxed to IBM Security to add or delete roles associated with your PeopleSoft HCM access.

37 .PeopleSoft HCM V9 Upgrade Training Manual ADDRESSES* NAVIGATION: Distributed Access > Addresses* What‟s NEW!   The menu name and tab name have been changed from Address History to Addresses. The Phone and Electronic Address information is included on the Addresses page.

PeopleSoft HCM V9 Upgrade Training Manual EMPLOYMENT INFORMATION NAVIGATION: Distributed Access > Employment Information* What‟s NEW!    The menu name and tab name have been changed from Employment Data 1 to Employment Information. 38 . The Employment Data 1 and Employment Data 2 pages have been consolidated in the Employment Information page. The Canada extension data from V8 is now included (this page holds Pool Group. Evaluation Committee and Stats Can Reporting Data. This section is used for Academic staff.

It is used to determine recognition. Display of Service Years: „Years‟. illness and vacation entitlement. Used by HPAWS for recognition with the UofA – 10. Date: Next Long Service Incr.PeopleSoft HCM V9 Upgrade Training Manual Field Benefits Service Date: (previously called Service Date) Description The benefits service date is defined as the cumulative employment from the date of hire as determined by the terms and conditions of the collective agreement. 20. For Support Staff – the date the long service increment will be awarded. Date on which the probation is reviewed to determine continuation of employment. Date: For Support Staff – the date the performance increment will be awarded. 15. A future dated termination date only shows once the termination has occured. notice of layoff and determination of severance. The employee‟s last day of work. 25…. „Months‟ and „Days‟ of service is calculated from the Benefits Service Date to today‟s date. First day hired on a specific Employment Record Number For Academic Staff – date on which a Faculty member was/is granted tenure. For Support Staff – date identifying the next performance review regardless if an increment is due. Next Performance Incr. Next Review Date: Termination Date: Recognition Date: Probation Date: Orginal Start Date: Professional Experience Date: 39 .

PeopleSoft HCM V9 Upgrade Training Manual Work Location* NAVIGATION: Distributed Access > Work Location* What‟s NEW!   HR Status – shows the status of the of this employee‟s employment record number. The actual date of termination 40 . Employee can have an HR Status of Active or Inactive Payroll Status – Displays the payroll status of this employee‟s employment record number Example: If EE is Active  the payroll status is ACTIVE If EE is Terminated  the payroll status is TERMINATED If EE is on a Paid Leave of Absence  the payroll status will be LEAVE WITH PAY If EE is on Bridge Benefits  the payroll status is RETIRED WITH PAY   Last Start date – Indicates the most recent start date (note employee may have had termination dates (rows) Termination Date – last day worked.

Academic Employee Class – Academic. Graduate Student. Undergraduate SUPPORT – HOURLY 41 . Support.PeopleSoft HCM V9 Upgrade Training Manual JOB INFORMATION* NAVIGATION: Distributed Access > Job Information* What‟s NEW!   Regular/Temporary – indicates the type of position the employee occupies – for example. Support. Casual OP.

PeopleSoft HCM V9 Upgrade Training Manual SUPPORT ACADEMIC 42 .

43 .PeopleSoft HCM V9 Upgrade Training Manual GL DISTRIBUTION BY ACCOUNT* NAVIGATION: Distributed Access > GL Distribution by Account* What‟s NEW!   Combination Code – Speed & Account Number The search on the Combination Code field requires the entry of at least one digit in order for the system to return any search results.

PeopleSoft HCM V9 Upgrade Training Manual GL DISTRIBUTION BY EMPLOYEE* NAVIGATION: Distributed Access > GL Distribution by Employee* What‟s NEW!   Combination Code – Speed & Account Number Find – the find feature allows you to search through the search results for a particular earning code or combo code. 405 Contract for Services and the system will return the first instance of that earning code in the search results. Example: Enter the earning code – 550 Honorarium. 44 . Enter the speed code – the system will return the first instance of that speed code in the search results.

Job Earnings Distribution and the Other Job Information pages. Download to Excel Show all Columns – allows you to view all columns from each tab within Workforce Job Summary on one page (useful if you want to download to Excel). For example this can include any position changes or job re-evaluations. What‟s NEW!    A new page tab called Salary Plan has been added. Include History employment record number .PeopleSoft HCM V9 Upgrade Training Manual WORKFORCE JOB SUMMARY* NAVIGATION: Distributed Access > Workforce Job Summary* The Workforce Job Summary page provides information regarding all the changes and updates made during the employee‟s or student‟s employment history with the University. Job Labor.will return all rows associated with the employee‟s 45 . The Job Summary page provides another way of viewing the information that is found on the Job Information. contract settlement increases and combination code (speed and account number) changes. performance increments.

Note: More than one Action/Reason can occur on the same date. etc. Sequential numbers assigned to track multiple personnel actions occurring on a given date. Reclassification. Performance Increment. Termination. Rehire. Hire.GENERAL What‟s NEW!  Several fields have been added: Org Relation – relationship to the UofA .EMP Empl Rcd # – a system generated number used to identify concurrent jobs (multiple appointments) for an employee or student. The reason for the action taken (i. Action: Action/Reason: 46 .). Pay Rate Change.e. The description of the personnel action taken.PeopleSoft HCM V9 Upgrade Training Manual WORKFORCE JOB SUMMARY* . Field Effective Date: Effective Sequence: Description The date on which the information was or becomes effective.

e. the Standard FT Hours are 40. Field Job Code: Description Job Codes are used to create general groupings of job classifications that link to the organization‟s compensation structure.5 or 40 hours per week based on the job. 45. Full-time / Part-time status. Terminated.JOB INFORMATION What‟s NEW!  The Job Code is displayed rather than the Job Code Description. the Standard FT Hours are 35.FT Regular Trust>12 Casual Level 2 Recurring Auxiliary Hourly The number of hours the employee works per week. Casual Level 1 Auxiliary Monthly Temp>12 Casual Level 1 . Leave. Employee Type: Employee Status: Full/Part-Time: Regular/Temporary: Standard Hours: 47 . 37. Salaried – relates to monthly frequency Hourly – relates to monthly and biweekly frequency Indicates current employee/student status (i. For Academic Staff. Active. 50 hours per week. etc.).PeopleSoft HCM V9 Upgrade Training Manual WORKFORCE JOB SUMMARY* . For Support Staff. Retired.

WORK LOCATION What‟s NEW! . M03.e. M06 The basis on which the compensation rate is quoted (i.PeopleSoft HCM V9 Upgrade Training Manual WORKFORCE JOB SUMMARY* . WORKFORCE JOB SUMMARY* . M04. Monthly Paid – M01.SALARY PLAN What‟s NEW! .Field added is Location. Annual). M05. 48 . Monthly. Hourly. M02. Field Grade: Pay Group: Frequency: Description The pay grade defined by the relevant agreement.Field added is Step.

PeopleSoft HCM V9 Upgrade Training Manual WORKFORCE JOB SUMMARY* . Sequential numbers assigned to track multiple personnel actions occurring on a given date. Performance Increments.COMPENSATION What‟s NEW!  Field added is Change Percent. Note: More than one Action/Reason can occur on the same date. When there has been a change in the compensation rate for an employee the Change Percent field indicates the percentage change from the employee‟s previous compensation rate. For example. Contract Settlements Field Effective Date: Effective Sequence: Description The date on which the information was or becomes effective. Annual equivalent compensation Monthly equivalent compensation Daily equivalent compensation Hourly compensation rate Annual Rate: Monthly Rate: Daily Rate: Hourly Rate: 49 .

PeopleSoft HCM will return all rows of information associated with the paycheque selected. Note the number of rows as this indicates that there are additional rows of information on this paycheque. IMPORTANT: PeopleSoft HCM will return only the first page of information. View All: . 405 Contract for Services and the system will return the first instance of that earning code in the search results. Example: Enter the earning code – 550 Honorarium.PeopleSoft HCM V9 Upgrade Training Manual Paycheque Earnings* NAVIGATION: Distributed Access > Paycheque Earnings* What‟s NEW!  An Additional Data link has been added. 50 . Find: the find feature allows you to search through the paycheque for a particular earning code or combo code.

PeopleSoft HCM V9 Upgrade Training Manual Additional Data link – Additional Data .indicates Combination Code. Position Number. GL Pay Type 51 . Job Code.

DEDUCTION DETAILS 1 52 . calculated for a specific pay period.the date the payment was issued Paycheque Number – system generated number Off-Cycle – cheque manually processed by Staff & Student Payments PAYCHEQUE DEDUCTIONS*. Employee paid deductions will not be reflected on this page – employee paid deductions are private and confidential and cannot be viewed in PeopleSoft HCM.PeopleSoft HCM V9 Upgrade Training Manual Paycheque Deductions* NAVIGATION: Distributed Access > Paycheque Deductions* The Paycheque Deductions page displays the total gross earnings and the employer paid deductions.  What‟s NEW! Several fields have been added: Paycheque Status – Confirmed or Calculated Paycheque Option – Advice (Direct Deposit) or Check (physical cheque) Issue Date .

53 . to Adjust GL Distributions for Earnings.  Combination Code – speed & account number NAVIGATION: Payroll for North America > Employee Pay Data (CAN) > Adjust GL Distributions* Click on the Add Adjustments button. What‟s NEW!  The search lists in desending order from most current to oldest.PeopleSoft HCM V9 Upgrade Training Manual Adjust GL Distributions* This page allows users with security access.

PeopleSoft HCM V9 Upgrade Training Manual IMPORTANT: for a review of the debits and credits or to print the GL Redistribtuion note the number of rows generated by the redistribution and click . 54 .

Reported Time Status. Balances. Previous Employee. Can search by various fields. such as Employee. Reported Hours Summary. New Links are Previous Week. Department. Edit ChartFields and Return to Select Employee.PeopleSoft HCM V9 Upgrade Training Manual Biweekly Timesheet Entry What‟s NEW!    Timesheet Summary page.  NAVIGATION: Distributed Time Entry* > Distributed Timesheet* 55 . Paygroup. Next Employee. Next Week. Retrieve employee or search results by clicking on Get Employees.

Note – the employee must be in paygroup BW1 or BW2 Click employee name link 56 . Click Enter 7 digit Person ID # Click Get Employees Note: You have to click the system return data Step 2 and not Enter to have Click the employee name link to enter the timesheet hours.PeopleSoft HCM V9 Upgrade Training Manual Using Biweekly Timesheet Entry Navigate to the Timesheet Summary Page: Step 1 Enter the 7 digit employee identification number (EmpllD) to search for the employee and to view the Employment Record Numbers.

PeopleSoft HCM V9 Upgrade Training Manual Entering Hours On this page you can verify the employee‟s name. but also allows you to enter a different date and click the “Refresh” button to refresh the page with data from the new date entered. you can do this by tabbing into each date field. Note: Negative values cannot be entered. Enter the hours to be reported for the week chosen in the data boxes available for each day. and hourly rate of pay. View By Date – Indicates the starting date of the week displayed. 57 . Note: the week displayed on the Timesheet page will depend on the date selected Click refresh to return the week required. job title. Time is entered on a 7 day period basis (week-by-week). employment record number.

the hours entered for the time period is totaled and the status of Submitted indicates that the hours will be transferred for payment. 58 . The following Submit Confirmation window will appear. Confirm the hours entered. Total . The hours entered for the week of „_________ to _________‟ will be calculated for payment.PeopleSoft HCM V9 Upgrade Training Manual Submit Hours To Submit the hours entered for payment click the button. Click the button. The system will return to the Timesheet Entry page.

PeopleSoft HCM V9 Upgrade Training Manual Override the Combination Code (Speed and Account Number) The Combination Code (speed and account number) on the employee‟s record can be found on the Job Info query or in Distributed Access. When hours are to be debited to another combination code – Click the Edit ChartFields link Enter the Combination Code (speed code and account number) and click Enter Combination Code 59 .

Next Employee. Reported Time Status. PERSONAL. NAVIGATION: Distributed Time Entry* > Report Absences* Report Absences – is used to enter employees‟ leaves and absences. SPECIAL LEAVE (i.e. Edit ChartFields and Return to Select Employee.PeopleSoft HCM V9 Upgrade Training Manual Reporting Absences What‟s NEW! New Links are Previous Week. 60 . Reported Hours Summary. Earning codes for these employee types are „positive pay‟ – this means that the hours entered will be paid to the employee and their leave/absence accrual balances will be reduced. VACATION. Next Week. IMPORTANT: Report Absences is only used for employee‟s who are enrolled in the Leave plans – SICK. – salaried staff) Leaves and Absences for Casual Level 2 and Auxiliary Hourly staff are entered in Distributed Time Entry > Distributed Timesheet. Previous Employee. The timing of when data is entered into PeopleSoft HCM is very important as it will determine if the leave/absence will be reflected on the employees‟ current accruals and Bear Tracks Employee Self-Service pay advice. Comp Time – BANKEDTIME. Balances.

PeopleSoft HCM V9 Upgrade Training Manual Entering Leave/Absence Hours On this page you can verify the employee‟s name. Enter 7 digit Person ID # Click Get Employees 61 . and hourly rate of pay. job title. you can do this by tabbing into each date field. Time is entered on a 7 day period basis (week-by-week). Enter the hours to be reported for the week chosen in the data boxes available for each day. employment record number.

62 .PeopleSoft HCM V9 Upgrade Training Manual Reporting Time Status Reported Hours Summary Both links provide a summary of the hours entered.

adjustments and year to date balances.PeopleSoft HCM V9 Upgrade Training Manual Leave Balances What‟s NEW! The Balances link leave accrual balances. Note: For more detailed information on an employee‟s leaves/absences see the Leave Accrual page in Distributed Access. The Leaves are displayed in the following order:  Sick (General Illness Leave)  Vacation  Personal (Casual Illness Leave)  Special Leaves (Bereavement. 63 .) End Balance as of ____________: The balances include all data entered into Distributed Time Entry – Report Absences to today‟s date. This will include any adjustments. corrections or deletions made or initiated by the department or Human Resource Services – Terms & Conditions. This page provides information on leaves accrued. etc. leaves taken. Moving. Before you enter absences for an employee make sure the employee has been enrolled in the appropriate Leave plan and has sufficient hours for the absence. provides a quick reference to an employee‟s There are 4 Entitlement Plans.

Departments/Faculties will have to submit hours on an Exception Pay Reporting Form.PeopleSoft HCM V9 Upgrade Training Manual Banked Time – Compensatory Time What‟s NEW! Departments/Faculties will now be able to see the Banked Time/Compensatory Time for all employee‟s eligible to bank time. 64 . IMPORTANT: All Banked Time earned and taken is entered by Human Resource Services.

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