Month: April 2023

TRANSACTIONS & FUNTIONALITY

Change to Hire Process: Onboarding To-Do Automation

The “To Do: Start Onboarding” step of the hire transaction, which sends onboarding tasks to the employee’s PeopleSync Inbox, has been automated as of October. Refer to the HR Community post.

Multiple Timesheet Sheet (TSA) and TimeOff Approvers (TOA)

You can now assign more than one TSA and/or TOA through Change Organization Assignments. Refer to the post for guidelines and steps.

Approving Timesheet/Timeoff on Behalf of Someone

Using the task, Advance Manually, HR Partners or HR Analysts can approve a timesheet or timeoff request on behalf of someone else. Review the steps here.

Update: Workers Compensation Codes

PeopleSync has been updated with new workers compensation codes to identify days away from work due to a workers compensation injury.  Refer to the post here.

New Task/Hours Rule in Manage Period Activity Pay

Manage Period Activity Pay has new rules to prevent data errors on Task (Course) and Quantity (Contact Hours). Thank you to all who participated in pilot! View the updates and steps here.

New Reason in Manage Period Activity Pay – Labor Law Form

You can send the Labor Law Form to new Adjuncts, PT Faculty, and Non-Hourly Students (who work in NY) .To trigger the form, select the reason: “Assign Activity Pay – Generate Form 195” on the Manage Period Activity Pay page. Review the steps here.

Assign Pay Group and SM Student Pay Group

A new rule has been added to Assign Pay Group which prevents assigning the Semi Monthly Student pay group to Graduate Student Adjuncts. Please remind all who hire or set up payment for Graduate Student Adjunct Jobs (job profile: STNT07), that these jobs are assigned to the Semi Monthly Employee pay group. A complete list of pay group guidelines is available here.

Local 2110 Appointments – Guidelines for Start and End Dates

As communicated by the Office of Employee Relations, Local 2110 benefit eligibility is impacted by the job’s start and end date. Local 2110 jobs should be appointed on a semester-basis. Refer to the HR Community post for more details.

TRAINING & RESOURCES

Steps for Primary Job Ending and Non-Primary Job Continuing

In some instances an employee has two jobs/positions and is leaving the Primary position but continuing the non-primary job. A common example is an employee who is separating from a Full Time Admin/Professional or Professional Researcher and continuing the Adjunct job. A new tip sheet provides guidelines for how to process the transaction.

Guide to Timesheets for Weekly or Biweekly Paid

Refer weekly or biweekly paid employees to a new guide, Understanding Your Timesheet. The guide is linked at the top of the timesheet and posted on the Time and Absence web page.

Performance Review Process for HR

A new tip sheet on the performance review process geared towards HR Partners and Performance Partners has been posted. This tip sheet reviews how the process is launched, managed and closed in PeopleSync as well as common questions and reporting.

REPORTS/DATA MANAGEMENT

Payroll Summary Reports Available Through NYU Box

Starting on Dec.15^th, Payroll Summary Reports are available through NYU Box, offering a secure, online method for distributing these files. Note that as we transition to the new delivery method you will continue to receive the reports via email up to Jan 15^th. After this date, the reports are available only through NYU Box. Review the post for more information.

NYU Bonus Spend Report

To track bonus spend a new NYU Bonus Spend Report is available to those with HR Partner or Finance Executive roles. The report may be run by a broader selection of bonus plans — including administrative, researcher, one-time, spot, and other plans, and start and end dates–eliminating the need to run multiple reports. Refer to the post here.

TICKET SPOTLIGHT

When I search for a position # I get two search results – position and position restriction – what’s the difference?

Position applies to Full Time Faculty, Admin/Professionals and Staff. When you search by number for the position that is filled you will get two results. Here is an example:

1234567 PeopleSync Trainer – Demo, Joe   
Position

1234567 PeopleSync Trainer – Demo, Joe
Position Restrictions

Position is the employee’s record. Position Restrictions is the seat and holds all information about the position such as the job description, qualifications, default compensation, approved posting title etc.

An employee contacted me because the goals task is missing from the inBox.

At the beginning of the academic year employees (of schools participating in performance review management through PeopleSync) will receive a goal setting form in their PeopleSync Inbox.

• • If an employee was not included in this launch of the goal form, send in a ticket to PeopleLink. The ESM Team can relaunch the form for specific individuals. An example is a new hire who starts working after the goal setting task has been sent out. 
  • If the employee contacts you about the form after the goal due date has passed (this is 2 or 3 months after the goal form launched typically in September) advise that they create goals directly through My Individual Goals and refer to the tip sheet for steps.

TRANSACTIONS & FUNCTIONALITY

FY22 ACP – Key Dates & Upcoming Information Sessions

As a reminder, the FY22 ACP process has begun. Below are recent and upcoming key dates:

• Friday, April 30 – Pool capture date
• Friday, April 30 – Employees hired on or before that date are ACP-eligible. Employees hired after that date are not eligible for ACP.
• Tuesday, May 25 – Tuesday, June 1 – Pool reports are available in PeopleSync
• Wednesday, June 2 and Monday, June 7 – ACP training sessions will be held
• Friday, June 4 – ACP system will be officially open for input
• Friday, July 9 – ACP/Bonus submission deadline

There are two AMI Information sessions but you only need to attend one of these sessions:

Session 1 – via Zoom
Wednesday, June 2, 2021

2:30 pm to 4:00 pm

Session 2 – via Zoom
Monday, June 7, 2021

10:30 am to 12:00 pm

We had asked that you RSVP by May 21. If you have any questions, contact askpeoplelink@nyu.edu. We look forward to seeing you.

Time & Absence – New Resources and Updates

New resources are available, providing more support on Time and Absence. Two new FAQs for Timesheet Approvers and HROs have been posted to the Time & Absence page.

Additionally, a new tip sheet, Time & Absence for HR and Finance ,has been posted on the PeopleSync training web site. This provides a summary of changes (relevant to HR and Finance users.) It also includes links to all updated tip sheets.

Below is a list of some of the noteworthy updates. Refer to the document for more information.

Transaction changes

Add work schedule is now a separate step in the Hire and Job Change transaction for non-exempt, regular employees, i.e. Staff, non-exempt Admin/Professionals and PT Professional Researchers. (Work schedule previously appeared in the first step of these transactions.)

The Resignation Date field is now required when completing the Termination transaction for employees eligible for vacation payout. Refer to the article below on the Resignation Date field alert for more information.

Change to code for Unpaid Sick Time

The Unpaid Sick code has been disabled. In its place, Managers, Time Off Approvers, and HR (i.e. those with organization roles such as HR Partner or HR Analyst) should use the code: Unexcused Absence Unpaid. Employees are not able to use this code.

Reminder: Hold Local 2110 Transactions/ Terminations

NYU’s contract with Local 2110 is currently being ratified for GSOC student hourly and non-hourly employees. Please hold off on processing any terminations in PeopleSync at the end of the spring 2021 semester as we may need to calculate a retro payment back to September 1, 2020 once the Local 2110 contract is finalized. If you need to terminate in order to rehire as a regular employee, please proceed with that transaction.No additional payments will be processed after May 31, 2021 unless there is an appointment for summer session (August 31, 2021). If you have any further questions, please reach out to the ESM Team by submitting a ticket to askpeoplelink@nyu.edu.Here is the link to the post on HR Community.

Update to AP Workflow & Payment Elections

Effective May 24, AP Workflow will refer to the bank information or address in the employee’s PeopleSync record when issuing payment for expenses/advances. A communication (including a tip sheet) has been sent to active AP Workflow users.

New Roles & Change Assignment Task

As new functionality is released there is typically an update to Organization Roles. Most recently we’ve introduced: Time & Absence Partner and Merit Reviewer. Additionally, Security Partners can use a new action: Change Assignments. (This replaces Assign Roles which has been marked “Do Not Use”). Refer to the updated tip sheets.

PeopleSync Alerts: Resignation Date and Vacation Payment

As part of the Time and Absence launch, completing the Resignation Date field is required in the Termination transaction for employee populations which are eligible for vacation payment at separation. (Note: This applies to terminations where a Voluntary reason for termination is used.)

You may see the following alerts:

• If based on the date, the minimum amount of notice is met:
  Soft Alert: “Be aware that this worker is eligible for a time off plan balance payout, and will be automatically processed as part of this termination….”
• If based on the date, the minimum amount of notice is NOT met:
  Soft Alert: “The resignation date entered is less than the….”
• If the date is not completed:
  Critical Alert: “Resignation Date Required….”

Based on the alert take the appropriate actions.

• Review and make sure to enter the date accurately.
• If the employee will be paid for vacation, ensure the accrued, unused vacation time is correct.
• If you would like to preview the amount to be paid out, run the Time Off Liability report on the employee’s organization for the termination date. After the termination is completed, use an effective date one day prior to the term date when running the report.
• If you anticipate an exception you can submit a One Time Payment request. Be sure to contact PeopleLink if you need assistance.

Refer to the updated Termination tip sheet.

Ticket Spotlight

I think I sent the performance review form back to the employee but I am not sure, how can I check?

Sometimes an employee is unable to find the evaluation form in PeopleSync or is not sure if the form was sent or received. HR Analysts, HR Partners and the PeopleSync Team can check the employee’s Worker History to find this information. Below are the steps and an example.

Steps:

1. On the employee’s record, click on Job on the left side menu.
2. Next click on Worker History. Click on the View Worker History by Category
3. Click on Goals and Reviews.
4. On this page click on the link for the performance review. For example: “NYU WSQ AY2018-19 Performance Communication Form for [Dept Name] [Last Name, First Name]”.
5. You will now see the process history. It shows the following:
   1. Step: You can view all the steps in the process.
   2. Status: This is an important column. It will tell you whether the process is still pending. (When a process has been completed by all parties the status is “Successfully Completed”.)
   3. Completed On: Indicates when the action took place.
   4. Person: Many processes in PeopleSync route to different people. This column tells us who the transaction went to.
   5. Comment: Each person in the process may include comments which are visible to others in the process.

PeopleSync Upgrade 2021R1: Mini-conclusions/Pop-ups and Table Viewing

As of March 13th,PeopleSync has been upgraded to the new workday 2021R1 version. Below are notable changes:

• Mini-conclusions/Pop-ups. In the previous version of PeopleSync, when you submitted a task, the system displayed a confirmation page. This page is now replaced with a pop-up.
  The pop-up contains the same information as before–it indicates the page was successfully submitted, and (if applicable), any next steps or recipients. Note: You can click on the View Details link if you wish to revert to the original confirmation format.)
• For users who initiate transactions made up of multiple steps (such as Hire, Add Job, Edit Position etc.), click Open to move on to the next step. Note: If you close out of the pop-up by accident or miss it simply go to your Inbox to pick up where you left off.
• Table viewing. A new optional toggle has been added to tables which improves viewing and usability, supporting accessibility features for those using assistive technologies.

FY2022 AMI Prep: Primary Data Integrity Audits (US Only)

This is a reminder that the following email below was sent to HR in February. Please refer to the links included which provide guidance on auditing supervisory orgs, merit roles and merit and bonus plans.  If you have not already done so, please complete the three primary data audits as soon as possible.

See Faculty and Professional Researchers for instructions and deadline for the remaining data audits due May 14-28, 2021.

As in previous years, the AMI audit process is in preparation of a potential annual merit review. At this time the FY2022 Annual Merit Increase has not yet been approved.

This audit process needs to take place in advance of that decision, to ensure data integrity should an Annual Merit Increase be approved. The completion of these audits would allow for a prompt AMI process with accurate pool calculation and appropriate manager approvals should the AMI process be approved. As the audits differ by employee population, click below for employee-specific instructions posted on HR Community: 

• Administrative / Professional and Non-Exempt, Non-Union Staff
• Faculty and Professional Researchers

Time and Absence Data Audits Due in Early April (US Only)

In preparation for the upcoming April 2021 launch of Time and Absence Tracking in PeopleSync, we request that HR teams perform audits of position data.

The audit will ensure timesheet requests route to the correct approvers, hours worked are recorded accurately and easily for non-exempt employees, and that time-off properly accrues for eligible employee populations, per policy.

Refer to the auditing instructions posted on the HRO Blog. (Note: You can also refer to the email which was distributed on 3/15 with the subject “Action Required by April 2: Time and Absence Data Audits in PeopleSync.”)

Data audits are due by April 2, 2021. If you have any questions, contact hr-apps-group@nyu.edu.

The PeopleSync Team looks forward to partnering with HR more closely as we approach the launch of this enhancement through future webinars, trainings and additional meetings. Stay tuned for more info!

PeopleSync Replacing MyTime Updates (US Only)

New Performance Review Tip Sheet (US Only) (US Only)

Pay Group: Reminder for Graduate Adjunct Jobs/STNT07 (US Only)

This is just a reminder that the adjunct jobs of Graduate Adjuncts (i.e. jobs assigned to job profile STNT07) are assigned to the semi-monthly employee pay group. Often this is confused with the semi-monthly student pay group. Refer to the tip sheet on paygroup for a list of all pay groups and employee categories.

Reports Corner

Dashboards (US Only)

Dashboards are a useful way to view consolidated and trended metrics. We’ve added many different types of report dashboards to PeopleSync over the years. Access is based on your PeopleSync role. A list of available dashboards and a brief description has been posted to the PeopleSync Training site.

PeopleSync Tips

InBox Overload? Idea for Filter

Inbox overload? Here’s a helpful idea for a filter if you have many items in your PeopleSync Inbox.

1. Navigate to the InBox.
2. Under Actions, click the “ Viewing:” drop down menu and select Edit Filters.
3. Click the Create Inbox Filter
4. In the Description field create a name.
5. Under View Definition make sure Business Process Type(s) is selected.
6. Click the menu icon – select Business Process Types in this InBox.
7. Select the first item. Hold down the SHIFT key, scroll down and click on the last selection (so that all items are selected).
8. Next deselect or click “X” next to the item(s) that you would like removed from your Inbox. Click Okay and then Done.

Go back to your InBox. Now when you select the filter that item is excluded.

This tip is useful for those who are one of many HR Partner or Finance Executives assigned to a supervisory organization (sup org). For example, you may act as an additional or backup approver in case the primary approver is out. On an everyday basis you do not action on these tasks, but should not be removed from the recipient list. This filter allows you to clear your inbox of the items, but still access them when needed.

Ticket Spotlight

An employee was transferred, but the role assignments are missing or not correct, what happened? (US Only)

Once a Job Change transaction completes, a Role Assignment To Do is sent to the Inbox of the Security Partner. From there the PeopleSync roles can be reviewed and assigned.

A common misconception is that the roles assigned in the previous position automatically transfer with the employee. This is not the case. Roles do not move with employees, they are aligned with positions (or jobs). S

ecurity Partners can locate the “Consider Role Assignments for Job Change” To-Do in their PeopleSync Inbox. (Roles can also be assigned from the employee’s record (See the Assign Roles tip sheet).

Tip: If you are the initiator of the transaction, review the role assignments of the new position. Make sure to notify the Security Partner that the transaction is being submitted so that they can look out for the To-Do. Advise or discuss any roles that need to be added (or removed).

New Research Assistant Job Profiles (US Only)

Effective Sept.1^st,  two new Research Assistant job profiles are available in PeopleSync to facilitate the mapping of fringe benefit charges in FAME. Use the following new profiles for Local 2110 eligible RAs:

017033 – 2110 Non FAS/CIMS Research Assistant or
017034 – 2110 FAS/CIMS Research Assistant.

Two new fringe benefit accounts were also created for the new RA profiles. Refer to the post on the HRO Blog here. The Student Job Profile matrix on iLearn has also been updated.

New One-Time Payment Plans for Local 7902 (US Only)

Effective Sept. 1st, two new payment plans are available in PeopleSync. These apply to adjunct employees in Local 7902.

• Adjunct CBA (Course Termination Pay)
• Adjunct CBA (Course Reduction Pay)

Prior to submitting the One-Time Payment transaction, HR should consult with and seek approval from Employee Relations. Refer to the contract as well for further information (ARTICLE X Re-Appointment procedures and continued service).

The school HR should then submit the transaction using the appropriate One-Time-Payment plan. (Note: the transaction will still route to ER for approval through PeopleSync.)

For the effective date, use the next available SM employee payroll date as per the payroll calendar. The transaction will flow through the regular process. Payment will be distributed based on the employee’s current Pay Type (direct deposit or mailed). The name of the payment plan will be visible as a line item on the pay advice.

Local 3882 BUI Update (US Only)

The annual bargaining unit increase for Local 3882 employees was implemented in PeopleSync, effective Sept.14^th. A joint announcement and reminder was issued by the Office of Budget & Financial Planning and University Human Resources in July and is available here on the HR Blog.

PeopleSync (Workday) Recent Upgrade

Workday’s latest version (2020R2) was implemented in PeopleSync effective September 12th.  This new release includes a number of improvements:

A new Shortcuts menu is available in the top right corner next to the bell (notifications) and inbox icon. From here you can create short cuts to frequent used tasks (e.g. Hire Employee) or reports.

Search box results will display more details making it easier to find the exact employee record or item you’re looking for.  It also keeps track of recent searches.
My Team Management replaces the “My Team” dashboard for managers. This enhanced functionality provides a cleaner look and better ability for us to deliver content to managers. (WSQ Only).
Assign Pay Group transaction now has fewer limitations on when it can be processed while payroll or retro payrolls are active.
Assign Costing Allocations task no longer display all historic costing allocations by default – instead you can select a date range which will pull up the allocations for you to edit.  This should reduce processing errors and reduce page clutter.

Faculty Tenure Milestone Dashboard and Updates to Academic Appointment Transaction (US Only)

As announced in July, the new Faculty Lifecycle Dashboards which show key milestone data for Tenure-eligible faculty are now available in PeopleSync. Additionally we’ve added new custom fields to the Add and Update Academic Appointment transactions, including 3^rd and 6^th Year Review Dates, and a new role, Academic Approver. Representatives from each school have been trained on how to use the dashboards, and submit transactions. A pilot program with Stern, Nursing, and Steinhardt was successfully completed before the official launch.  For tip sheets and the training materials go to iLearn HRS 000, section 503.

We are excited about this first step in a continued journey towards improved transparency and consolidation of faculty milestone data across the University. For questions regarding the project or the dashboards, contact Mohammed Jibril at mj2320@nyu.edu.

Labor Law 195 Form Automated in PeopleSync (US Only)

As announced in June the Labor Law Form is now automated in PeopleSync for the following employee categories: Administrative/Professionals, Staff, Full-Time Faculty and Hourly Student Employees. Refer to the announcement on the HRO Blog here. The accompanying Labor Law Form tip sheet available on iLearn provides details on the specific transactions and scenarios which will include the form as well as how to process an ad hoc form.

Reports Corner

Academic Unit Audit (US Only)

What is an academic unit? An academic unit is another type of organization in PeopleSync and is used specifically for Full Time Faculty academic appointments. When you create or edit an academic appointment you will select a unit from the Academic Unit field. An academic unit is associated with a supervisory organization and is simply a way of categorizing appointments.

Report: Academic Unit Audit
Who can run this report? Academic Initiator, Academic Approvers, Academic Partner
Definition: Displays a list of academic units for each school

PeopleSync Error Alerts

Student Hourly Jobs

Note: This article is a reprint from last September’s issue. We typically receive a number of questions on this alert at the start of the academic year so we are providing the information again.

This employee is Graduate Student Union eligible, please select a eligible job profile.” Or “This student is not eligible for the Graduate Employee Union job profiles. Please contact “askpeoplelink@nyu.edu”, for further assistance.

 For this month’s Error Alert column we review the validation error above which may appear when appointing student hourly positions.

Student hourly job profiles are divided into two categories based on eligibility for Local 2110.

• STNT01, 02, 03 – use for Undergraduates, Graduates who are not eligible for Local 2110.
• STNT05, 06 – use for Graduates who are eligible for Local 2110

In the Add Job transaction PeopleSync checks if the student is eligible for hourly job profile. Here are three examples of when you may encounter the error message:

•  Ginny Weasley is an Undergraduate Student. The job profile entered is STNT06. The user must change the job profile to STNT01, 02 or 03.
• Pansy Parkinson is a Graduate student enrolled in the MBA program at Stern. The job profile entered is STNT05. The user must change the job profile to STNT01,02, or 03.
• Alastor Moody is a Graduate Student at FAS. His BUE Flag for the summer ’19 is No. The job profile entered is STNT06 and the dates of the job are June 10 to July 31. The user must change the job profile to STNT01, 02 or 03.

The initiator cannot move forward with the transaction until this job profile is changed.To review the eligibility of the student refer to the Job > Personal IDs tab. If the student is an Undergrad or a Grad student who attends a non BUE school or program there will be no BUE SIS flags. If the student is a Graduate student in a bargaining unit eligible school you see list of three semesters and Y (yes) or N (no) inidicating eligibility for Local 2110. Refer to the tip sheet for more information.

PeopleSync Tips

Related Actions

Click on the related actions ellipse to view a menu of actions or tasks that you can submit on a record. The most prominent related actions button is on the employee record located on the upper left under the employee’s name. From here you can access commonly used staffing transactions (i.e. Hire, Terminate).

But did you also know that this button is available on links throughout PeopleSync? For example, hover your mouse over the job/position link and the ellipse bar will appear at the end of the link. From here you can select tasks such as Edit Position or Change Workspace. Try this with other items such as job profile; from here you can view more information on the job profile such as job family.  The ellipse button at the end of a business process link allows initiators of a transaction to cancel an in-progress transaction.

Ticket Spotlight

Performance Management – Goal Setting (US Only)

With the start of the new academic year we’ve launched the Goal Setting process in PeopleSync. For participating schools, employees will see a goal setting task in their InBox.

For this month’s spotlight we discuss archived goals.

Q: Where are my goals from last year?

At the start of the new academic year, the system will automatically mass archive any goal with a due date of 8/31 or earlier for the previous year. This process clears out goals from the Individual Goal tab in preparation for new goals to be created for the upcoming year. The Performance Management Goal Setting tip sheet provides  instructions on how employees and managers can view archived goals as well as restore goals to use again.