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Employee Self Service. Start. HCM – Human Capital Management. This Presentation Will Show You…. All of these topics will be covered in the Manager Self Service Sessions in addition to specific management information.

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Employee self service

Employee Self Service


HCM – Human Capital Management

This presentation will show you
This Presentation Will Show You…

All of these topics will be covered in the Manager Self Service Sessions in addition to specific management information.

If you are a manager, you are welcome to stay. You can also just attend an MSS session, or access the information on line if you wish.

  • Why the Change?

  • How to access the system

  • How to view your Personal Information

  • Payroll and Compensation info

  • How to view your Benefits

  • How to request paid time off

  • Changes to the payday calendar

  • How to record hours worked

  • How to get help and more information

  • Next steps

Why are we changing
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
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
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
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.

To access info about hr
To access Info About HR:


New forms will be available 7/2

ALL information about HCM can be found here.

Available from any internet connection!

To access info about hcm
To access Info About HCM:


All info presented today is available here


New pay date calendars

Pay check estimator


Reference & Resources

Visit often! Changes are happening rapidly

Available from any internet connection!

Employee self service portal access
Employee Self Service Portal Access


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

NOT available until July 2.

Viewing your personal information

Viewing Your Personal Information

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
View and Update Your Information

Click on Self service, Personal Information, Personal Information Summary

View your personal information
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 button.

  • (note that changes to name or marital status require proof of documentation)

View and update your information1
View and Update Your Information

In each screen, you can change, edit, add, delete and save your changes.

What s new
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 compensation1
Payroll and Compensation

Click on Self service, then Payroll and Compensation

Payroll and compensation2
Payroll and Compensation

Employee Self Service -> Payroll and Compensation -> View Paycheck

View your paycheck or pay advice (direct deposit) info here.

You will access your first info on July 16. It will hold 12 months of rolling data, starting on July 16.

Prior information is still at MyASU.

Paper paychecks will continue to be mailed to your campus mailing address.

Pay advices will no longer be mailed. Come here to print them.

Employee self service

Payroll and Compensation

Employee Self Service -> Payroll and Compensation -> Direct Deposit

Direct Deposit will roll over into the new system automatically.

You can have up to four direct deposit transactions.

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!)

Employee self service

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 www.asu.edu/HR/Forms.

W2 requests will be available in phase 2 (Early 2008)

Employee self service

Why are we Changing?

The new system will be easier for you. You will have access:

  • From any computer that is connected to the internet

  • Any time day or night

  • Changes are real time (no delay) and are changed in every system that is connected to PeopleSoft.


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 http://www.asu.edu/hr/forms

    • Declaration for Change Form

    • New Leave of Absence Form

Declaration of change


Declaration of Change

  • www.asu.edu/hr/forms

  • New form, with new directions

  • Use this before and after open enrollment for changes because of qualified life events.

  • (Open enrollment will be done online – more info soon!)

Leave of absence request


Leave of Absence Request

  • www.asu.edu/hr/forms

  • Use this form in 2007

    • Extended Leave

    • Family Leave

    • Military

    • Parental Leave

    • Sabbatical

    • Workers Comp

    • Administrative Leave

Employee self service


Pre-Collected Health Premium sample

  • Most benefits will be effective the first of the next pay period

  • Premiums will be withheld each pay date:

    • 26 pay periods for employees being paid year round;

    • Less pay dates for employees on 8-, 9-, or 10-month pay schedules;

    • Additional pre-collected benefits deductions to cover the summer months will be withheld beginning January of each year.

Employee self service


Dependent and beneficiary information can be:

  • Viewed online in July;

  • Updated online during Open Enrollment (Aug – Sept);

    • Before and after Open Enrollment, changes can be made using the interim Declaration of Change form.

  • Approximately January 2008, changes can be made online.

Requesting paid time off1
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 www.asu.edu/hr/forms and turn it in to the Department Time Admins.

    • Department Time Admins will enter requests in the online time sheet.

Requesting paid time off2
Requesting Paid Time Off

The online time sheet offers these benefits to everyone:

  • Automated calculation of Payable Time including overtime/comp time for non-exempt employees.

  • Future entries of paid time off accepted

  • Verification of paid time off requests against accrual balances

  • FLSA compliance

Employee self service

Requesting Paid Time Off – Exempt (Salaried)

Employee Self Service -> Time Reporting -> Report Time -> Web Clock

Requesting leave for non exempt hourly

Request for time off

Requesting Leave for Non-Exempt (Hourly)


  • Print and complete form

  • Get approval

  • Submit to Department time administrator

Change to the 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!).

Employee self service

Change to the Pay Date Calendar

  • Auto deposit will roll over automatically.

  • Paycheck estimator online is available so you can plan. (http://hcm.asu.edu)

  • The new pay date calendar is a lagging week schedule, which allows for corrections prior to pay check delivery.

Employee self service

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

Employee self service

Transition to the Pay Date Calendar

Next Two week pay period

First two week pay period in the new pay date calendar

Next Two week pay period

Next Two week pay period

Semi Monthly to bi weekly

Normal first bi-weekly paycheck would have been 3 weeks later

Adjusted bi-weekly paycheck

Last Semi-Monthly pay check

Adjusted first bi-weekly paycheck (2 weeks and weekend)

Next “Normal” bi-weekly paycheck

Adjusted bi-weekly paycheck

Next “Normal” bi-weekly paycheck

Regular bi-weekly paycheck

Employee self service

Transition to the Pay Date Calendar

Bi weekly to Bi weekly

Adjusted first bi-weekly paycheck

(normally on June 20)

Adjusted bi-weekly paycheck

(normally on Aug 3)

Adjusted bi-weekly paycheck(normally Aug 17)

Pay for 4 weeks - 2 pay periods

Regular bi-weekly paycheck

Employee self service

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 for hourly employees
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 employees1
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 employees2
Record Time for Hourly Employees

Let’s read through the FAQs in the ESS Reference Guide

Why record time for hourly employees
Why Record Time for Hourly Employees?

You will receive overtime, comp time when you should.

There will be an accurate reflection of your time worked.

Ensures FLSA compliance – you’re being paid according to the fair labor standards act!

Department time administrator
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 http://www.asu.edu/hr/forms – look for “Time Adjustment Form”

Departments must keep signed, approved documentation on file. (audit trail)

Where to get more info
Where to get more info

  • www.asu.edu/hr

  • hcm.asu.edu

  • Email AskHR@asu.edu

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

Next steps1
Next Steps

  • Use paycheck estimator – http://hcm.asu.edu

  • Become familiar with new pay dates – calendars at http://hcm.asu.edu

  • 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 – http://www.asu.edu/hr/documents/vacation_accrual_faq.pdf.

  • Find out who your department time administrator is

  • Information will be rapidly changing! Check http://hcm.asu.edu often!

Last slide
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 http://hcm.asu.edu

Point your co-workers to http://hcm.asu.edu

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 http://hcm.asu.edu)

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