Human Resources Information System(HRIS)

This Presentation Will Show You…

• How to access the system

• How to view your Personal Information

• How to view your Payroll and Compensation info

• How to view your Benefits

• How to request paid time off

• Payday calendar

• How to record hours worked

• How to get help and more information

• Next steps

About This Presentation….

This presentation contains information about HRIS (Human Resources Information System):

Some Quick Definitions

HRIS – Human Resource Information System – the replacement for HRMS (Human Resources Management System)

Exempt - Those employees who are paid an annual salary

Non-Exempt – Those employees who are paid hourly.

Employee Self Service (ESS) – the portal where you access your data in HRIS.

Accessing the System

To access Info About HR:

Available from any internet connection!

http://www.asu.edu/hr

To access Info About HRIS:

Available from any internet connection!

http://hris.asu.edu/

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/

Accessing Your Personal Information

Your Personal Information

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.

View and Update Your Information

From the Eportal -> Click on Self service, then Personal Info

View Your eProfile

Change your data by clicking on the “Change” buttons.

View and Update Your eProfile

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

Payroll and Compensation

What’s new?

You will be able to see pay information on-line. – View checks and advices online – Make changes to W-4 forms (non-resident

aliens excluded) – Request direct deposit

Payroll and Compensation

From the Eportal -> Click on Self service, then Payroll and Compensation

Payroll and Compensation

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

If you view the information here.

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

Payroll and Compensation

Here you can easily edit your direct deposit settings.

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

Payroll and Compensation

Employee Self Service -> Payroll and Compensation -> W4 Tax Information

Your W-4 changes are easily made online.

With this automated system you 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.

Why are we Changing to ePay?

Benefits

Benefits

A future change:– January 2008 for Qualified Life Events

changes

In the interim, any benefit change requests will continue to be done via hr/forms – Declaration for Change Form – Leave of Absence Form

Declaration of Change

• www.asu.edu/hr/forms• Declaration of change form

Benefits

Leave of Absence Form

• www.asu.edu/hr/forms

• Request for Leave of Absence

Benefits

• Benefits are effective now• 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.

• Dependent information and beneficiary information is viewable online.

• Dependent info and beneficiary information is updatable in Open Enrollment, next opportunity will be January.

Benefits

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 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.• Department Time Admins will enter requests in the

online time sheet.

Requesting Paid Time Off

The online time sheet offers these benefits to everyone: – 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 Hourly

Request for paidTime off

www.asu.edu/hr/forms

Pay Date Calendar

Change to the Pay Date Calendar

ASU will be processing all pay on a bi-weekly lagging pay system just as other Arizona Universities and Arizona state departments do

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 – Annual pay doesn’t change– Each pay check will be slightly smaller (there are two

more paychecks in each year!).

– Automatic deposit will roll over automatically.– 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

Week 1 Week 2 Week 3 Week 4

Current System Paycheck here

Is for these two weeks

Week 1 Week 2 Week 3 Week 4

Lagging Week SystemPaycheck here

Is for these two weeks Lagging Week

Change to the Pay Date Calendar

View the Pay Date Calendar

Access the HRIS website and click on the Payroll and Payday Calendars link under the TOOLS & APPLICATIONS heading.

By converting everyone to the same schedule, ASU reduced the payrolls to 26. This simplifies the system and reduces cost, and increases accuracy.

Why Change the Pay Date Calendar?

Record Time

Record Time for Hourly Employees

Hourly (non-exempt) employees will record their time using their timesheet or departmental method.

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.

Why Record Time for Hourly Employees?

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

You will receive overtime, comp time when you should.

There will be an accurate reflection of your time worked.

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 HR forms – look for “Time Adjustment Form”

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

Where to Get Help

Where to get more info

• www.asu.edu/hr

• www.asu.edu/hr/askhr/

• Call the Office of Human Resources (OHR) help desk (480) 965-2701

Next Steps

Next Steps

• If you are Hourly (non-exempt): Discuss with your manager and department the details of how you will record your time.

• Identify your Department Time Administrator.• Review the auto withdrawals from your direct-

deposit account.• Encourage co-workers to go to the HRIS site for

the latest information about HRIS.

This brings us to the end of this presentation.Thank you!