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This Presentation Will Show You…

• Why the Change?

All of these topics will be
• How to access the system covered in the Manager
• How to view your Personal Information Self Service Sessions in
addition to specific
• Payroll and Compensation info management information.
• How to view your Benefits If you are a manager, you
• How to request paid time off are welcome to stay. You
can also just attend an
• Changes to the payday calendar MSS session, or access
• How to record hours worked the information on line if
you wish.
• How to get help and more information
• Next steps
Why are we Changing?

ASU is in the middle of consolidating, upgrading and

integrating our data systems.
Over an 18 month period, the data for our applicants, students,
faculty and staff will all be housed in one system.
This strategy lets ASU:
• Make global changes to data quickly.
• Change data once and have it update in all places instantly.
• Maintain the data with less work.
The HCM implementation is a key part of this project.
HCM includes software AND business procedure changes.
About This Presentation….

Here’s where we find ourselves:

– We are in the middle of changes to how we will view and
edit our HR data.
– These changes have been decided on by the President’s
office and department leadership.
– This presentation is about understanding the changes.
Ground Rules

Please read the Reference Guide during the

presentation. It will answer many of your questions.

Please ask your questions at the end of the

presentation to further your understanding about how
the system works.

If you don’t get a chance to ask your question – write it

on a 3X5 card and leave it with the presenter, it will
be posted at the FAQ at the HCM website.
Some Quick Definitions

HCM – Human Capital Management – the replacement for

HRMS (Human Resources Management System) – This is
the new software and procedures for the HR world.

Exempt - From today forward, those employees who are paid

an annual salary and are not eligible for OT/Comp time.

Non-Exempt – From today forward, those employees who are

paid hourly and are eligible for OT/Comp time.

Employee Self Service – the portal where you access your data
in HCM.
Accessing the System
To access Info About HR:
from any
New forms willconnection!
available 7/2

ALL information about

HCM can be found here.
To access Info About HCM:
All info presented
today is available here
from any
FAQs connection!
New pay date calendars
Pay check estimator
Reference & Resources

Visit often! Changes

are happening rapidly
Employee Self Service Portal
You can also
get to
Self Service
from the HR
and HCM
web pages.

until July 2.
Employee Self Service Menu
Viewing Your
Personal Information
Your Personal Information

In July, you can update your personal information online,

24/7, from any computer that can reach the internet.

This replaces the paper forms that you printed out and
hand-carried to USB.

When you make a change, it is changed globally and in

real time – all ASU systems that are connected to
PeopleSoft have access to the new information.
View and Update Your Information

Click on Self service, Personal Information, Personal Information Summary

View Your Personal Information

You will be able to view your:

• Name
• Home & Mailing Address
• Phone number
• Email address
• Marital Status

You can change any of these

by clicking on the change

(note that changes to name or

marital status require proof of
View and Update Your Information

In each screen,
you can change,
edit, add, delete
and save your
Payroll and Compensation
What’s new?

You will be able to see pay information on-line.

– view pay checks and pay advices online
(beginning July 16, 2007)
– make changes to W-4 forms (non-resident
aliens excluded)
– view, edit and request direct deposit.
Payroll and Compensation

Click on Self service, then Payroll and Compensation

Payroll and Compensation

Employee Self Service -> Payroll and Compensation -> View Paycheck
View your paycheck or pay
advice (direct deposit) info

You will access your first

info on July 16. It will hold
12 months of rolling data,
starting on July 16.
Paper paychecks will continue to be
mailed to your campus mailing address. Prior information is still at
Pay advices will no longer be mailed. MyASU.
Come here to print them.
Payroll and Compensation

Employee Self Service -> Payroll and Compensation -> Direct Deposit
Direct Deposit will
roll over into the
new system

You can have up

to four direct
If you add or edit, be sure to check the routing
number and account number. (The bank and ASU
will not double check this for you!)
Payroll and Compensation

Employee Self Service -> Payroll and Compensation -> W4 Tax Information
You can make changes to your
W4 online starting in July.

For A4 changes (Arizona Tax info)

– continue to use the form from

W2 requests will be available in

phase 2 (Early 2008)
Why are we Changing?

The new system will be easier for you.

You will have access:
– From any computer that is connected to the
– Any time day or night
– Changes are real time (no delay) and are
changed in every system that is connected to

Implementation phases:
• July 2007 for New-Hire enrollments
• August 2007 for Open Enrollment elections
• Approximately January 2008 for:
– Qualified Life Events changes;
– Leaves of Absence requests.
Interim change and leave of absence processes will
continue to be “paper” forms available at
– Declaration for Change Form
– New Leave of Absence Form

Declaration of Change

• New form, with new directions
• Use this before and after open
enrollment for changes
because of qualified life
• (Open enrollment will be done
online – more info soon!)

Leave of Absence Request

• Use this form in 2007
– Extended Leave
– Family Leave
– Military
– Parental Leave
– Sabbatical
– Workers Comp
– Administrative Leave

• Most benefits will be effective Pre-Collected Health Premium sample

the first of the next pay period COVERAGE CURRENT NEW NEW
• Premiums will be withheld
(17 Pays from 9/1 (9 Pays from 8/31 to (11 Pays from 1/4 to
to 5/15) 12/21) 5/23)

each pay date: Single EPO $17.65 $11.54 $17.83

– 26 pay periods for employees
Family EPO $88.24 $57.69 $89.16
being paid year round;
– Less pay dates for employees TOTAL $300.05 $299.99
Single EPO $1500.08 $1499.97
on 8-, 9-, or 10-month pay TOTAL
schedules; Family EPO

– Additional pre-collected Single PPO $98.82 $64.62 $99.86

benefits deductions to cover Family PPO $275.29 $180.00 $278.18

the summer months will be
withheld beginning January of TOTAL $1679.94 $1680.04
Single PPO $4679.93 $4679.98
each year. TOTAL
Family PPO

Dependent and beneficiary information can be:

– Viewed online in July;
– Updated online during Open Enrollment (Aug –
• Before and after Open Enrollment, changes can be made
using the interim Declaration of Change form.
– Approximately January 2008, changes can be made
Requesting Paid Time Off
Requesting Paid Time Off

Requesting Paid Time Off (vacation or sick days):

– Exempt (Salaried) employees will use the
online time sheet.
– Non-Exempt (Hourly) employees will fill out a
form available at and
turn it in to the Department Time Admins.
• Department Time Admins will enter
requests in the online time sheet.
Requesting Paid Time Off

The online time sheet offers these benefits to

– Automated calculation of Payable Time
including overtime/comp time for non-exempt
– Future entries of paid time off accepted
– Verification of paid time off requests against
accrual balances
– FLSA compliance
Requesting Paid Time Off – Exempt

Employee Self Service -> Time Reporting -> Report Time -> Web Clock
Requesting Leave for Non-Exempt (Hourly)

Request for time off
• Print and complete form
• Get approval
• Submit to Department time
New Pay Date Calendar
Change to the Pay Date Calendar

ASU will be joining the other Arizona Universities,

Arizona state departments in processing all pay
on a bi weekly lagging pay system.

If you get paid TWICE a MONTH (Semi-monthly or SM), you

will be paid EVERY OTHER WEEK (Bi-weekly or BW).
– 26 pay checks instead of 24
– Annual pay doesn’t change
– Each pay check will be slightly smaller (there are two
more paychecks in each year!).
Change to the Pay Date Calendar

– Auto deposit will roll over automatically.

– Paycheck estimator online is available so you
can plan. (
– The new pay date calendar is a lagging week
schedule, which allows for corrections prior to
pay check delivery.
Change to the Pay Date Calendar

Current System Paycheck here

Week 1 Week 2 Week 3 Week 4

Is for these two weeks

Lagging Week System

Paycheck here

Week 1 Week 2 Week 3 Week 4

Is for these two weeks Lagging Week
Transition to the Pay Date Calendar

Next Two
two week Next
pay Next
Two week
Two week
Semi Monthly to bi weekly pay period
period in the newpay period
pay period
pay date calendar

Last Semi- Normal

Adjustedfirst Adjusted bi-
Monthly pay bi-weekly
first bi- Adjusted
Next bi-
check paycheck
weekly weekly Regular bi-
would have
paycheck (2 bi-weekly weekly
weeks3 weeks
and paycheckpaycheck
Transition to the Pay Date Calendar

Bi weekly to Bi weekly

Adjusted Adjusted bi- Adjusted

Pay for 4 first bi-
weeks - 2 weekly bi-weekly
weekly Regular bi-
pay periods paycheck paycheck
paycheck weekly
(normally (normally
(normally on paycheck
on Aug 3) Aug 17)
June 20)
Change to the Pay Date Calendar

Pay Period Pay Period Normal New Impact on

Begin Date End Date Pay Date Pay Date Pay Date
June 16, 2007 (SM) June 30, 2007 June 29, 2007 No Change to This will be the
June 25, 2007 (BW) (SM and BW) last pay for
FRIDAY June 29, 2007
SM/BW on
current system
July 2, 2007 July 15, 2007 July 20, 2007 July 16, 2007 4 days early
July 16, 2007 July 29, 2007 August 3, 2007 July 31, 2007 3 days early
July 30, 2007 August 12, August 17, 2007 August 15, 2007 2 days early
August 13, 2007 August 26, 2007 August 31, 2007 True lagged As scheduled
FRIDAY biweekly pay date
Why Change the Pay Date Calendar?

Historically ASU processed 24 semi-monthly

payrolls and 26 bi-weekly payrolls for a total of 50
payrolls each year.

Converting everyone to the same schedule, ASU

can reduce the payrolls to 26. This simplifies the
system and reduces cost, increases accuracy.
Record Time
Record Time for Hourly Employees

Hourly (non-exempt) employees will record their time using

the web-clock application.

The web-clock records the time that you click at the

beginning of the day, out and in for lunch and the
conclusion of the day.

These clicks are called “Recorded Time”. At the end of

each pay period, nightly processes convert “recorded
time” to “payable time”, applying University policy and
FLSA rules.
Record Time for Hourly Employees

Employee Self Service -> Time Reporting -> Report Time-> Web Clock
• “In” – Morning
• “Meal” – Lunch Start
• “In” – Lunch end
• “Out” – end of day
• (Not using punch
type “Break”)
Record Time for Hourly Employees

Let’s read through the FAQs in the ESS Reference

Why Record Time for Hourly Employees?

You will receive overtime, comp time when you

There will be an accurate reflection of your time
Ensures FLSA compliance – you’re being paid
according to the fair labor standards act!
Department Time Administrator

Any time the time recorded is changed, you need a

signed form –
Then the department admin will be able to update
your time record.

Go to – look for “Time

Adjustment Form”

Departments must keep signed, approved

documentation on file. (audit trail)
Where to get help
Where to get more info

• Email
• Call the HCM help desk (480) 965-8700
Next Steps
Next Steps

• Use paycheck estimator –

• Become familiar with new pay dates – calendars at
• Manage Auto deductions from your accounts
• Ensure payment address is correct – check even if you
believe it is accurate
• Familiarize self with new vacation forfeiture date –
• Find out who your department time administrator is
• Information will be rapidly changing!
Check often!
Last Slide

We may have time for some questions – (see if the reference guide has the
answer before asking)
If your question does NOT get asked and answered, put it on a 3X5 card – we
will add it to the FAQ at

Point your co-workers to

Help your department transition to the new system!

If you feel like you don’t need the reference guide for future reference, please
leave behind for the next session (it’s also available at

Remember – The system doesn’t “go live” until July.