PeopleSync Newsletter – Issue 37: February 2023

TRANSACTIONS & FUNCTIONALITY

Customize Payments – Activity Pay (WSQ Only)

As part of the workday upgrade effective March 11th, a new feature has been added which enables HR Partners/HR Analysts to change the disbursements amount for Period Activity Pay. Activity Pay normally pays in even amounts between the start and end date. Using Customize Payments, you can specify an amount to be paid for each pay period. Refer to the updated Manage Period Activity Pay Assignments tip sheet for details.

FY’24 AMI Prep: Primary Data Integrity Audits (WSQ Only)

This is a reminder that the annual AMI prep guidelines were sent to HR on March 6th. Refer to the email or HRO Community posts:
FY2024 AMI Prep: Primary Data Integrity Audits for Faculty and Professional Researchers
FY2024 AMI Prep: Primary Data Integrity Audits for Administrative / Professional and Non-Union, Non-Exempt Staff

Adjunct Payment Reminders (WSQ Only)

Refer to the March 2nd email or HRO Community post on the due dates for retro adjunct payments. Additionally, a tip sheet has been distributed to HR; this shows how the employee can view activity pay (including retro pay) in PeopleSync.
 

TRAINING & RESOURCES

Assigning PeopleSync Roles to Temp Employees

For Security Partners: When assigning PeopleSync roles such as HR Analyst to temp employees please follow new guidelines outlined in the updated Assign Roles tip sheet.

Terminated Employees and TSA/TOA Assignments (WSQ Only)

When terminating an employee check to see if the employee is a timesheet/time off approver. If so, make sure to assign a new approver to the employees/positions. Refer to the Change Organization Assignments tip sheet. 

I-9 Tips/Reminders (WSQ Only)

Based on recent inquiries to PeopleLink, the following are important reminders about the I-9 process.
  • Is a new I-9 needed? In scenarios where an employee is terminated and rehired with no break in service (for example when an adjunct becomes an FT faculty member) there is likely no need for a new I-9. Therefore unless the work authorization has expired, the I-9 task in progress can be canceled (review the original I-9 and IDs in these cases).
  • Who can cancel an I-9? In the event that an I-9 task needs to be canceled, for instance when a form has been manually completed by a remote authorized agent and is loaded to the Documents tab in PeopleSync, the I-9 Partner may click on the related actions bar next to the action and select Cancel Task. To verify who the I-9 Partner is, go to the Sup Org of the employee and click on the Roles tab. Then filter by the I-9 Partner in the Roles column.
  • I-9s and Add Job for Grad Students. When Adding a Job to a Graduate Student you will receive a To-Do to check for the I-9. If one does not exist, please remind the employee to complete one. 
  • Refer to the I-9 tip sheet for more information.

Timing of Termination Transactions

Please use a realistic timeframe when submitting Termination transactions. Consider the drawbacks of expediting a transaction. Terminating well before the separation date can cause system roadblocks . For example, once a termination completes, a new job (such as add comp) cannot be submitted.
 

REPORTING & DATA MANAGEMENT

MRR Data Uploaded (WSQ Only) 

The market reference ranges for Administrative/Professional job profiles have been updated in PeopleSync (applicable to Admin/Professionals). To run the report type in Market Reference Ranges (MRR) in the PeopleSync search field.
 

TICKET SPOTLIGHT

I transferred [or hired] an employee into the wrong position, what should I do? (WSQ Only)

If you transferred an FT Faculty, Admin/Professional, or Staff employee into the wrong the position you can contact PeopleLink and request a rescind of the transaction. (Note: this is only possible if the employee has not been paid on the position – please try to send in your ticket as soon as possible.)

If payment has occurred, you can typically submit a Job Change and transfer the employee into the correct position. Be sure to use the same effective date as the original transaction. Make sure to explain the reason for this transaction in the Comments so that approvers are aware. If you have questions, contact PeopleLink.

PeopleSync Newsletter – Issue 36: December 2022

TRANSACTIONS & FUNCTIONALITY

Automation of Early Dismissal for Holidays Notice (US only)

An email notification on early dismissal for a holiday is now automated. PeopleSync sends the notification to timesheet approvers of WSQ, regular, non-exempt employees, and the HRO/ HRO plus email distribution lists. Refer to the post for details.

Hybrid/Remote Work Classification (US only)

In October we introduced the hybrid/remote work classification field (applicable to Admin/Professionals, Local 3882, Local 153 and Staff – non-exempt, non-union employees) This field is in the Create Position, Edit an Existing Position, and Edit Position Restriction and Edit Additional Data transactions. Refer to the post for details.

Rule to Prevent Activity Pay on Salary-based Positions (US-Only)

A new rule has been added to the Manage Period Activity Pay transaction to prevent the addition of Activity Pay on a salary-based position. If you are adding summer pay or a housing allowance to a faculty member do not add this as activity to the position. Instead process an Add Job transaction for additional comp and select the correct activity pay task.

Local 7902 AY 23 Minimum Hourly Rates (US only)

Refer to the recently published Local 7902 minimum rates for adjunct appointments and other duties when entering in activity pay for J-Term 2023, Spring 2023, and Summer 2023. As a reminder, minimum contact hour rates apply to Local 2110 teaching assistant and graduate employee adjunct positions. Please be sure to review the post on the HRO Community blog for details. (This link is also referenced in the Hire Adjunct and Manage Period Activity Pay tip sheets.)

Madrid Absence Management Launch

As of October, Madrid joins London, Paris and Florence as our latest Global site to use PeopleSync for Absence Management.  Thank you to all the teams which contributed to the implementation!

Global Sites – Edit Position

If you submit transactions for Global sites, you can now use the Edit Job transaction to change title, job profile, time type, hours, end date or work space. Refer to the updated tip sheet. Note: this applies to job profiles and sup orgs beginning in “GL”.

TRAINING & RESOURCES

Reminders on Assigning Timesheet Approver (US only)

  • If the sup org manager and the TSA are the same you don’t have to assign the TSA on the Organization Assignment page. This field can be left blank.
  • If you are a Security Partner, you will see TSA/TOA as a role in the security profile of an employee but you should not use this to assign the TSA/TOA role.
  • Refer to the tip sheet for steps.

Updates to Personal Information: Gender Identity and Pronoun (US Only)

Gender Identity and Pronoun fields have been added to the Personal Information page in PeopleSync. Please refer employees to the recently posted Change of Name, Pronoun, Gender, and Related Personal Information Policy and Procedure  available on NYU’s web site. This includes links to related employee tip sheets. Note that these fields may be edited by the employee only.

Updated Sup Org Form (US Only)

Please download the updated sup org request form which now includes a tab to edit sup org names. Refer to the tip sheet.

Mass Ending of Hourly, Non-Primary Student Jobs (US only)

In October we submitted the annual EIB to end hourly, non-primary student jobs which are older than 18 months. We encourage you to end jobs of students in a timely manner or submit an EIB through Peoplelink.

TICKET SPOTLIGHT

I submitted a Request Compensation Change transaction but it does not appear in Pay Change History – why?

Pay Change History will only show transactions where the salary was changed. If you submitted a compensation change and did not change the salary (for example to modify the AMI plan or Bonus plan) – you will find the transaction in Worker History.

How do I change the time type or exempt status of an Admin/Professional position? (US Only)

To change the Time Type (FT or PT), Exempt Status (i.e. changing an employee’s salary plan), or Employee Type (Regular or Fixed) of an Admin/Professional you will need to create a new position in JDX. Be sure to contact your Compensation Partner to discuss. Once approved (and, if applicable, posted), submit a Job Change transaction to seat the employee into this position.

PeopleSync Newsletter – Issue 35: September 2022

TRANSACTIONS & FUNCTIONALITY

New PeopleSync Homepage

Workday introduced a new homepage on 9/10! Click on View All Apps or the menu button in top left corner to navigate to applications.  Clicking on the Edit button allows you to reorder/drag and drop apps. Search functionality also gets a redesign. The left side menu of search categories has been reformatted. Click on a category to refine the search and use the Configure Search button to customize. Watch a guide to changes in this video or refer to the Announcements section of the PeopleSync homepage.

Hybrid/Remote Job Classification (WSQ only)

Coming soon: HR will complete a new hybrid/remote field for Admin/Professionals, Local 3882, Local 153 and non-exempt/non-union employees. Look out for an announcement on new training guides.

Absence Management for Adjuncts (WSQ only)

Coming soon: Beginning this Fall, Adjuncts will request sick days through PeopleSync. Time and Absence tip sheets will be updated accordingly. Look out for an announcement soon.

Semester Dates and Local 2110 Appointments (WSQ only)

Refer to the 8/3/22 email from ER which includes the AY23 semester start/end dates. Local 2110 graduate employee jobs must be confined to these dates. (If a student works across semesters, make sure to create more than one job and issue an additional letter; do not extend one appointment into the following semester). Refer to this and additional information in the HR Community post.

Costing Allocation Step Added to Edit Position (WSQ only)

To make it easier to align costing allocation and employment end dates, the Assign Costing Allocation step has been added to Edit Position transaction. This step will only trigger for Professional Researchers and fixed-term Faculty. The current tip sheet has been updated with this step.

TRAINING & RESOURCES

Performance Management Shared Resources (WSQ only)

ESM has created a folder of presentations, training, screenshots and other materials on performance management. For those new to the program there are introductory guides and past decks from participating schools.

REPORTING & DATA MANAGEMENT

Accurate Adjunct Data in SIS and PeopleSync (WSQ Only)

ER recently distributed reminders on entering accurate adjunct data into SIS and PeopleSync. Refer to post HR Community post. Among the reminders:

– For non-graduate adjunct tutoring use H5(X56) – Tutoring NOT H5 (Other duties) in the activity pay assignment.

– When activity pay is entered into the system, please ensure that the unit type (hours, contact hours, etc.) and quantity are accurate.

FY23 Local 3882 Union Increase and Position Budgets (WSQ Only)

The effective date for the FY23 Local 3882 BUI is Sept. 12th. Fiscal Officers will need to process budmods after the new rates are in PeopleSync. Steps on updating position budgets are outlined in the following HR Community post.

TICKET SPOTLIGHT

How can I make sure a Staff employee in a Union received an anniversary increase?

Anniversary increases for BUE Staff are run in PeopleSync through automated integration.To check, go to the employee’s Worker History > Compensation tab. Look for a Request Compensation Change > Longevity transaction under the business process column. The Effective Date is the employee’s anniversary date. Note: The transaction appears on the Monday following the anniversary date.

How do I enter in the annual work/disbursement fields for FT Faculty member who will be paid 9/12 but start date is before 9/1?

If a FT Faculty member will be paid on the 9/12 plan (the salary is distributed over 12 months) but the start date is before 9/1 (e.g. 8/1) be sure to process as follows.

  • In the initial Hire transaction, annual work period of FT – Faculty 12/12 (9/1 – 8/31) and a disbursement period of FT – Faculty – 12/12 (9/1 to 8/31).
  • Next, process an Edit Position > Academic Pay Change, effective 9/1 and change the annual work period to FT-Faculty 9/12 (9/1 – 8/31). The disbursement field can stay the same.

Refer to the Annual Work and Disbursement Period Fields and Edit Position: Academic Pay Change tip sheets for more information.

I tried to remove an employee’s role assignment from a sup org but I don’t see the sup org in the security profile list. Why is this the case and how do I change the role?

When you assign an employee to a sup org that assignment gets automatically inherited to the subordinate orgs. For example: PS1002 is the subordinate sup org of PS1001. If the employee is assigned to PS1001, then automatically the employee is assigned to PS1002. However, when you review the employee’s security profile you will not see the inherited sup orgs listed. To change the role assignment on an inherited role, follow these steps in the updated tip sheet.

I am trying to complete a hire but I can’t find the position?

Note: At the beginning of the academic year, this is one of our most common tickets. We have posted this information on the training site. It is also linked in every hire tip sheet.

Make sure you have selected the correct supervisory organization (sup org). The sup org must contain the vacant position. The position must appear in the sup org’s Staffing tab.

  • Enter the sup org code in the search field. Click on the link for the sup org.
  • Click Staffing located on horizontal menu at the top. You will see positions that are ready to be filled. 

Verify that there is an open job requisition. You cannot hire or transfer an employee into a position unless a job requisition is opened.

Enter the position # in the search field and hit enter or click on the magnifying glass. Next select Staffing on the left side search category menu. 

In the search results be sure to click on the link that is labeled, Position Restrictions.

Example:  1234567  Training Administrator- Demo, John   Position Restrictions.

If a Requisition is completed you will see Requisitions located on the horizontal menu at the top. Click on this link to select/review the requisition.

To learn more about job requisitions, how to create, edit or close, review Job Requisitions tip sheet.

Review the position’s availability date. Compare the Hire Date in the transaction and the Earliest Hire Date in the position restrictions. You cannot use a hire date that is before this date. To find the Earliest Hire Date:

Follow the steps above to locate the position restrictions. Click on Hiring Restrictions (located on the horizontal menu at the top). 

 

PeopleSync Newsletter – Issue 34: May 2022

TRANSACTIONS & FUNCTIONALITY

FY23 AMI Deadline – Faculty/Researcher Data Audit

The deadline to complete data audit #4 for Faculty and Professional Researchers – Fixed Term End Date Review, Annual Work Disbursement Period Changes and Return from Leave actions is from 5/14 – 5/27. For more information, refer to the HR Community post.

Grace Period Update for Biweekly and Weekly Timesheets

An update has been applied to PeopleSync timesheets – this enhances the function of Grace Period, Meal Break and Shift Differential calculations and how they interact with Overnight Shifts. Refer Biweekly and Weekly paid employees to the tip sheet located here.

Onboarding Surveys

The New Hire Feedback Program has launched effective March 21st, for new administrator and clerical/technical staff. Refer to the 3/21 email or HR Community post for more details.

Personal Info Page – Field Change

The Gender field on the Personal Information page in employee records has recently changed to Legal Sex. Note that this is a field name change only. The tip sheets for employees and HR have been updated.

TRAINING & RESOURCES

New Forms for Supervisory Organization Changes

New forms are available for making sup org requests Use the ServiceLink form to request one sup org/move employees; for other types of requests use this excel form. Please be sure to review the updated tip sheet for important information on when to use these forms.

Updating Directory Information through PeopleSync

In a May 11th email, “Changes to NYU PeopleSync Searches and Resources for Employees”, it was announced that the NYU Directory would be updated on the evening of May 20th. Employees may contact HR with questions on how to update information in PeopleSync. For regular/non- student employees refer them to the tip sheets located here.

Training Reminders: Termination/Leaves and Assigning Managers

Based on recent transaction errors that we’ve observed we want to remind users of the following:

  • Always return an employee from leave prior to submitting a termination transaction. Refer to the Termination tip sheet.
  • Security Managers can assign managers to a sup org. The steps vary based on whether the role is currently assign or inherited, check out the steps here.

TICKET SPOTLIGHT

 I am trying to open a job requisition, but I don’t see the transaction listed in the related actions menu?

You will not see the transaction if another transaction is in progress. Type the position # in the search bar. Click enter and select the position restrictions. Click on the “Business Process History”. On this next page, scroll down to see a list of transactions under “Business Process History”. Complete or cancel the transaction that is in progress. This will be an Edit Position Restrictions or Job Requisition transactions. Now go back to the position restriction. Click related actions at the top. You should see Job Change > Create Job Requisition

 I selected ‘Do NOT send to ATS” on the job requisition. I meant to choose Send to ATS –  can you fix this?

The best way to correct this is to close the requisition. Select “Opened in error” as the reason. Then create a new job requisition. Note: consider the dates carefully between the two transactions. The new create transaction’s effective date must be after the close date. If you need assistance on dates, contact PeopleLink.

May 2022

PeopleSync Newsletter – Issue 33: March 2022

TRANSACTIONS & FUNCTIONALITY

Upcoming JDX System Upgrade

We’re rolling out a new user interface for JDX on 3/10. To learn more refer to the HR Community post.

TRAINING & RESOURCES

How to Assign Timesheet or Time off Approver Role

Refer to this new tip sheet on how to request the Timesheet or Time off Approver roles. Note that this role is not assigned by Security Partners.

Global Staffing Transactions

For those submitting transactions for Global sites (i.e. employees in sup orgs and job profiles beginning in GL) review this guide on hire, change contact, and terminate transactions.

REPORTS/DATA MANAGEMENT

FY2023 ACP Prep: Primary Data Integrity Audits

Although the FY’23 Annual Compensation Program has not yet been approved, we ask that you audit the data in preparation. Refer to the 2/8/22 email and the HR Community posts. The auditing differs by population. Review instructions for Administrative / Professional and Non-Exempt, Non-Union Staff and Faculty and Professional Researchers. Note the upcoming 3/11 and 3/14 deadlines.

MRR (Market Reference Range) Updated

The market reference ranges have been updated in PeopleSync (applicable to Admin/Professionals). The report is: Market Reference Range (MRR). Refer to the HR Community post.

Are Contact Hours in SIS Up to date for BUE Adjuncts?

This is a reminder to continually review and update the contact hours in SIS for Local 7902 BUE adjuncts. Contact hours are important because they are used to determine benefit eligibility.

TICKET SPOTLIGHT

How do I change an Admin/Professional or Staff (filled) position from Regular to Fixed?

The common assumption is that you can edit the existing filled position, however you will need to Create a New Position to change the Worker Sub-type from Fixed-Term to Regular (or Regular to Fixed-Term.) Typically the position is posted or a recruitment waiver is requested with Talent and then you transfer the employee into this position. Contact your Compensation Partner to notify of this upcoming change.

I was extending a fixed term employee and the compensation listed was wrong, why?

When you process an extension for a Fixed Term Faculty member or Admin/Professional, you will be brought to the compensation page to make any necessary changes. In some scenarios the Default Compensation may appear. It is important that you review this amount and make changes as needed. Refer to the tip sheet for more information.

What is the Pay/Forfeit button on the activity pay page?

If you process an End Additional Job on an activity pay based job (such as Adjunct) AND the activity pay still has future payments, you will be brought to page which includes a Pay/Forfeit button.

This page will allow you to pay out or cancel the remaining payments. However, this page only allows limited changes to other fields.

Therefore we strongly recommend that you first process a Manage Period Activity Pay (and end the activity and payments). Next process the End Additional Job transaction. Refer to the tip sheet for more information.