What’s New with…

StanfordTemps

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What’s New

Expansion into Professional Positions

• Accounting/Finance

• Technical

Labor Distribution Processing

No Severance Repayment for Temporary

EE’s

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Office of Staff Employment & HR Data Services

Trovix Recruitment Manager System March 2009

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This Presentation Covers….

New Internal Posting Program (IPP)

Layoffs within the Trovix Recruitment

Manager System

Office of Federal Contracts Compliance

Programs (OFCCP)

Trovix Reminder

Questions

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New Internal Posting Program The spirit of the Internal Posting Program

(IPP) is to facilitate consideration of applications submitted by Stanford employees, who have been notified of layoff.

All new and re-opened job requisitions for regular staff positions must be posted internally for seven (7) calendar days.

Waivers are not allowed during the seven (7) calendar day posting period. In rare cases, an exception may be approved. Please direct all inquiries regarding waivers to Keith Copeland, Director, Recruitment & Talent Management

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Layoff Preference Status within Trovix Local HR teams should notify laid off

employees that they have the option to self select “I am a Stanford University (including SLAC) employee, who has received written layoff notification within the last 12 months. (I understand this will be verified.)”when applying for open positions either on the “Internal” or “External” jobs web sites.

For layoffs to view jobs on the internal jobs web site; local units are encouraged to sponsor SUNet ID’s during the layoff preference timeframe. For more information, visit the web site at https://sponsorship.stanford.edu/main/SponsorshipApp

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Layoff Preference Status within Trovix continues The Office of Staff Employment (OSE)

confirms the applicant is a true “layoff” and places a comment in the candidate’s record under the “Detail” tab.

Office of Federal Contract Compliance Programs (OFCCP)OFCCP compliance policy and procedures will

be coming soon

This is mandated by the US Department of

Labor

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Trovix Reminder

Hiring Managers and HRA/HRM training is available. Please visit STARS or the Learning and Development web site to enroll.

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Questions

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Benefits “Refresher”

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Help us enhance the employee’s Benefits experience!

Agenda

• PeopleSoft Data Entry tips– Data– Timeliness– Permanent/Mailing Address– Benefits Salary– Benefits Service Date– Resources

• Federal (COBRA) subsidy

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Focus on Data

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• Date of Hire• Date of Birth• FTE hours• Social Security Number • Gender• Correct address/zip code• Correct benefits salary

• Use PeopleSoft job aids

Timeliness

• New Hires/Rehires– Up to two pay periods before Benefits Eligible Date– Benefits Salary information– Home and Mailing addresses

• Terminations– Submit form to Payroll (as soon as you know) – SLAC transfers must be termed from Stanford

• Leaves– Notify Disability and Leave Services (as soon as

possible)

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• Drives eligibility for health plan– Need to live in zip code area for an HMO

• Drives what the employee “sees” in the enrollment system– If someone’s address is out-of-state, the employee

won’t see the HMO plan choices (only the Blue Shield PPO plan)

– J1 Visa employees: Department should contact Benefits for zip code assistance

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Permanent Address

• Employees can go to stanfordyou.stanford.edu– Update Permanent and Mailing address– Medical/Life information goes to Mailing Address– Retirement plan information goes to Mailing

Address

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Address Update: Where to Go?

• Benefits Salary Drives – Basic life insurance – Supplemental life insurance– Accidental, death and dismemberment (AD&D)– Long-term disability

• Benefits Service Date drives benefit eligibility date– Opens the 31-day Benefits Enrollment window

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Benefits Salary & Service Date

• PeopleSoft data entry questions, submit a HelpSU ticket at http://helpsu.stanford.edu

• PeopleSoft job aids

• Benefit escalations, submit “Ben Bin” request to Benefits Office – HR/FAO staff only

• Staff/Faculty resource – Benefits Service Center (877)905-2985 (press option 9)

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Resources

• Temporary enhancement of COBRA law• Designed to help individuals who are (involuntarily)

terminated from their jobs pay for COBRA coverage• Eligibility period : 9/1/08 through 12/31/09• The legislation is too vague for (Benefits) to provide

specific guidance to the Stanford community• (Benefits) will provide more details once we have

clear guidelines• When program changes are made, they will be

effective on the date required by law• Vita Administration will notify all eligible employees

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COBRA Benefit Enhancement

• A recorded presentation on layoffs that includes how benefits are affected is available on the Benefits site

• An updated version of When Employment Ends – Layoff that includes the Stanford Severance COBRA subsidy is available on the Benefits site.

To access these resources online:• Go to http://benefits.stanford.edu and click on Life

Events• Click on Career, then click on Age/Service

Milestones• Look in the Resources section on the lower right side

of the page

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“Layoff Benefits” Resources

PeopleSoft v9 Updates/Reminders Updating Position Management & Reclassification

Uncheck Update Incumbents if you do not want the employee’s Job Data to be updated. Otherwise, leave the default as is

Bargaining Unit (SEIU and Police) employees only Uncheck the Include Salary Plan/Grade box to avoid unwanted changes

to Step and Hourly rate feeding over to the employee’s Job Data record when updating a position If reclassifying a BU position, be sure this box is checked. For all

other position types, leave the default as is

Hire Web Form – Department (Org Code) Change the Department in Position Management prior to processing a

Hire Web Form Do not change the Department when originating a Hire Web Form

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Parent vs. Child Departments (Org Codes) Do not use Parent Departments Parent Departments will not feed over to Oracle and Kronos

Authority/Security and ReportMart1 accessibility may also be affected To determine the Parent Department status, run the ReportMart1 report:

Display Department Tree (PS_PS001a) Navigation: HR, Payroll, Benefits System>Display Department

Tree>Display Entire Department Tree>Process Query>Results

ID Mail Code Changes ID Mail Code updates made in StanfordYou will not feed over to

PeopleSoft PeopleSoft Mail Drop ID Updates

Navigation: Job Data > Employment Data link

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PeopleSoft v9 Updates/Reminders

NEW STF Reports To field on the Hire Web Form (coming soon) For Contingent and Student employees In order to activate the STF Reports To field, you must check the

Casual/Temp/Student box when originating the web form Continue to update the Reports To field for benefits-eligible positions in

Position Management

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PeopleSoft v9 Updates/Reminders

PeopleSoft NO PeopleSoft action is needed during 2 month notification period Terminal Vacation action needed at time employee will begin using

Terminal vacation (processed via Leave of Absence webform)

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Layoffs

Kronos – Axess Timecard Exempt employees – Kronos & Axess Timecard – leave timecards blank

during notification period Use Terminal Vacation code in Kronos and Axess Timecard during Terminal Vacation

period

Non-Exempt employees – Kronos – leave normal work schedule so employee can accrue properly during notification period.

Load Schedule for Kronos during entire notification period Use Terminal Vacation code in Kronos during Terminal Vacation period

Non-Exempt employees – Axess Timecard – based on the new accrual rules, the schedule can be left blank during the notification period

Use Terminal Vacation code in Axess Timecard during Terminal Vacation period

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Layoffs (cont’d)

QUESTIONS?

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