Staffing Transactions for Global Sites

overview

This tip sheet explains how to submit the following transactions in PeopleSync for an employee working at a Global site. (Note: This tip sheet does not apply to International Assignments (IA). For questions contact, PeopleLink.). These transactions use both supervisory organizations and job profiles beginning in “GL” only.

  • Hire Employee
  • Change Contact Information
  • Edit Position
  • Terminate Employee

Roles and Approval Chain

  • The Hire, Edit Position, and Terminate transaction are submitted by the HR Analyst or Partner and routes to the HR Partner for review and approval. 
  • The Change Contact Information transaction is submitted by the HR Analyst or Partner and does not require approval.

Hire Employee

Before initiating the transaction complete the following steps:

  1. Check PeopleSync to see if the employee already exists in the system.
  • Enter the N# or NetID in the Search field. Enter.
  • Click on the search category All of Workday on the left side menu.

2. Make sure the employee has an N# and NetID assigned.

  • Refer to the NYU Netid page if you need to request that an N# or netid is created.

INITIATE HIRE AND APPLICANT RECORD 

  1. Enter supervisory organization (sup org) in the Search bar. Note: All Global site sup orgs begin with “GL”. You can type in the name of the sup org or the code.
  2. Click enter. Select the sup org.
  3. At the top of the page and at the end of the sup org name, click on the actions ellipse bar. This is the bar with three dots. Click on Actions ellipse > Hire > Hire Employee.
  4. If the employee has a current record in PeopleSync, click Existing Applicant and move on to step 5. If the employee is new to NYU, click on Create New Applicant and move on to step 6.
  5. Type in the employee’s name and click OK. Move on to the Job Details section of this document.
  6. Creating a New Applicant. On the next page complete the following fields:
    • Enter the First Name and Last Name.
    • Click the Contact Information tab. One form of contact information is required. Enter in the Work email. Click Add in this section. Enter in the email address. Use the format netid@nyu.edu. Select Work in the Type field. (Note: this is an important step as the netid will be used to verify the record in PeopleSync, see the Post Hire section below)
  7. Click Okay.

JOB DETAILS

  1. Enter the Hire Date or click the calendar icon to select a date.
  2. In the Reason field, click on the menu icon. Select Hire Employee to view a list of reasons. 
    • For a new hire, select Hire Employee > New Hire. 
    • If the employee formerly worked at NYU and is currently terminated, select Hire > Rehire. (If you selected Existing Applicant you will typically select Rehire).
  3. In the Employee Type field, enter in Regular or Fixed Term. 
    • Regular has no end date. 
    • If Fixed Term, you will need to enter an End Employment Date. (See Step 8). 
  4. Enter in a Job Profile beginning with “GL”.
    • Note there are specific job profiles for sites. You can run the “NYU Job Profiles” report to get a list of all profiles in the system.
    • In the Time Type field enter Part-Time or Full-Time.
  5. In the Location field, enter in the Global site. For example: London, Paris, Florence etc.
  6. You can leave the Pay Rate field blank.
  7. In the Workspace field type in the city name. For example: London, Paris, Florence etc. This will default to Global site > Global site workspace. For example: London > London workspace. (Do not use the “NA” version, e.g. London > NA)
  8. Click the arrow next to Additional Information to display more fields.
    • The Job and Business Title prepopulate to match the name of job profile. Note: We recommend that you change these fields to the employee title.
      • Example: Edit “GL0010 – Florence Lay Schools Administrative Staff (Florence)” to “Coordinator, Programs and Services”
    • Scheduled Weekly Hours and Default Hours. Review or enter in the # of hours. Scheduled Hours is the number of hours of hours that the employee works per week. Default Hours is the FT # of hours for the position.
    • FTE%. Once hours are entered in the field above the FTE% is calculated – this is scheduled hours divided by default hours. For example for a FT employee the FTE% should be 100%. 
    • If the employee is Fixed Term (see step 3 above) enter in the End Employment Date. 
  9. Complete the comment field if needed.
  10. Do not attach a document.
  11. Click Submit.
    • You may see this alert: “The Job Profile, Business and Job Titles all match. If this is not correct please update the Business Title before submitting.” If needed edit the titles. If not, select Submit.

You will now see a pop up which says: “You have submitted. Up Next: Personal Information“. Click Open.

CHANGE PERSONAL INFORMATION 

(*This page is prepopulated if you selected Existing Applicant in step 1.)

  1. On this page complete or review* the following fields. Click the pencil icon to edit and the check mark icon to save. Modify the following fields:
    • Gender
    • Date of Birth. Important: Make sure to complete the Date of Birth field. This field is used to verify the employee’s record in SailPoint. The format is: MM/DD/YYYY
  2. Click Submit.

You will now see a pop up which says: “Success! Event Submitted. Up Next: Edit IDs“. Click Open.

EDIT IDS

(This page is prepopulated if you selected the Existing Applicant in step 1.)

  1. Next you will view the Edit IDs Note this page is currently not used by Global employees.
  2. Click on the Approve button.

You will now see a pop up which says: “Success! Event Approved Up Next: HR Partner, Consolidated Approval by HR.

The transaction routes to the HR Partner for review and approval. If you are an approver, refer to How to Approve a Transaction tip sheet.

Post hire review of employee record

  1. Once the hire transaction is approved you can view the completed record. 
  2. Search for the employee and select the record.
  3. On the right side screen, under Job Details, review Employee ID.
    • You will see a W# until the record is updated with the N#.
      • How the N# is updated. Central HR will verify that the employee has a record in Registry and will update the N#. To verify the record in SailPoint they will use the name, netid (from the work email address) and Date of Birth so please make sure these are correct. 
      • The employee will not be able to log into PeopleSync until the N# appears. If the N# does not appear, contact PeopleLink.
  1. You can click on the Job and Personal links on the left side menu to review details about the job.
    • Click on Job on the left side menu.
    • Under Job Details, click on the link next to Job. 
      • Example: Job     5123456 Admissions Coordinator
      • Check the Job Profile, Title, Scheduled Hours and any other information such as End Employment Date (if Fixed Term).

Change Contact Information (Work)

  1. Navigate to the employee record.
  2. Click the Actions ellipse > Personal Data > Change Contact Information
  3. Scroll down to view the Work Contact Information
    • Primary Phone and Primary Email.
      • Click Add button to enter in this information 
      • If phone or email address already exists and you need to edit, click on the pencil icon to modify, Click on the check mark icon to save.
      • Primary work email is in the format netid@nyu.edu.
    • Primary Work Address.
      • See Hire section above, step 8. This address is based on the address assigned to the workspace.
  1. Click Submit

The Change Contact Information transaction is submitted by the HR Analyst or Partner and does not require approval.

Edit Job

  1. Navigate to the employee record.
  2. Unlike many transactions that are initiated from the Action ellipse located next to the employee’s name, Edit Position/Job is initiated off of the position or job.
  3. Navigate to the Employee record and select the Job tab.
  4. Under Job Details, you will see the Position or Job. Hover your mouse over link to display the related actions bar.
  5. Click Job > Edit Job.
  6. Enter in an Effective Date or click on the calendar icon and select a date.
  7. In the Reason field enter the reason or click the menu icon and select Modify Incumbent select one of the following:
    • Title Change
    • Work Hours Change
    • Extend Fixed Term Job
    • Work space Update
  8. Make changes to applicable fields.
    • For example, if you are making a Time Type change, select reason Work Hours Change and modify the Time Type field and Scheduled Hours if needed. (Do NOT modify the Default Scheduled Work Hours). The system generates FTE% by dividing the Scheduled Weekly Hours by the Default Weekly Hours. For example, if you enter in 15 hours in the Scheduled Work Hours field and the Default Scheduled Weekly Hours is 35, the FTE is 15/35 or 43%.
    • If you are making a Title Change,  select the reason Title Change and edit the Job Profile and/or Title fields. Note: if changing the job profile, it must begin in “GL“.
    • To extend a job, select reason Extend Fixed Term Job and modify the End Employment Date field. Note: You can only modify the end date if the employee type is Fixed Term, not regular.
      • To find the End Employment Date field, click the arrow next to Additional Data to display this field.
    • Note if reason: Work Space Update is selected, this transaction will not route for approval.
  9. Complete the comment field if needed. Tip: You may want to note which fields were updated for the approver.
  10. The transaction will route to the HR Partner for review/approval, with the exception of reason: work space.
  11. Once approved the changes will appear in the employee record.

Terminate

  1. Navigate to the employee record.
  2. Click the Actions ellipse > Job Change > Terminate Employee
  3. Complete the Primary Reason. Select one of the following: Note that for Global employees, two reasons have been used:
    • Fixed Term Contract End – Resignation OR
    • Unknown / General
  4. Enter the Termination Date.
    • Date that the Termination is effective, as of midnight; termination is not visible to Employee until this date. Terminations can be future dated in PeopleSync.
    • The Last Date of Work, Pay Through Date, and Notify By date will default to the Termination Date. 
    • Click Submit.
  5. The transaction routes to the HR Partner for review. 

The transaction routes to the HR Partner for review and approval. If you are an approver, refer to How to Approve a Transaction tip sheet.

reports

To run a report of employees in each sup org, type in “Employee Summary Report By Supervisory Organization” in the search field.

How to Request Timesheet/Timeoff Approver Role

To be able to approve timesheets or timeoff, the employee must be given the Timesheet Approver (TSA)/Timeoff Approver (TOA) role in PeopleSync. Note that this differs from assigning PeopleSync Roles such as HR Analyst or HR Partner – these are assigned by the Security Partner. To request the Timesheet Approver/Timeoff Approver role, send in a ticket to PeopleLink.

How to check if someone has this role in PeopleSync:

  • Search for the employee by the netid in PeopleSync.
  • If the employee has been assigned this role you will see the following:
    • DEMO, ANN – NETID – TSA – Time sheet Approver
    • DEMO, ANN – NETID – TOA – Time off Approver

How to request this role:

  • Submit your request through a ticket using PeopleLink. (For guidance on which employee categories are eligible to have this role, contact the HRO of your school).

Additional resources

For information on how to assign the TSA/TOA to a position, refer to the following:

Time and Absence in PeopleSync for HR and Finance
Change Organization Assignments

Performance Review Process in PeopleSync for HR

Overview

The Performance Review Process in PeopleSync documents and tracks goals and manages the completion and documentation of evaluation forms.

This tip sheet is written for HR Partners and Performance Partners to show how the process is launched, managed and closed in PeopleSync, as well as providing guidance on answering common questions from employees and managers. 

Roles & Approval Chain

There are two transactions in this process outlined below. In both the employee submits the transaction and the manager is the approver. (An additional approver may be HR if the school or unit wants the evaluation form reviewed by HR).

An additional role is  required — Performance Partner is typically assigned to HR Partner(s) and/or HR Analyst(s). The role provides visibility into the forms, routing, the ability to send back transactions, approve forms (if this optional step is configured) and access to reporting.

STEPS

The process is made up of two phases: Goal Setting and Year-end Performance Review.

Goal Setting

  1. At the beginning of the academic year or performance review year the employee will receive a goal setting task in the PeopleSync Inbox*.
  2. When the year-end review launches in PeopleSync the system captures all manager–approved goals associated with that year and includes this in the employee’s form.
  3. Following completion of the review process, all goals are archived on 8/31.

Year-end Review/Completing Evaluation Form

  1. Six weeks prior to the launch of the Year-end review, HR and ESM Team discusses and confirms the following:
    • Timeline – Determine and schedule the specific launch and close date of the review process.
    • Eligibility Rules – Review population to be included/excluded in the review process. (For example, employees that may be excluded include recent hires in probationary period, or uncompensated appointments)
    • Template – Review form content and routing. Content is uniform across all organizations with respects to common sections such as goals and values. Descriptions and rating values may be customized as needed.
  2. HR reviews the manager and employees of the supervisory organizations. 
  3. (Optional) HR provides demo/training for employees.
  4. On designated date, ESM launches the process in PeopleSync. The self-evaluation form will appear in the employee’s PeopleSync inbox. Employees/managers complete the forms.
  5. As the close date of the process approaches, ESM sends a summary of statistics (such as number of completed forms) to the HR contact and confirms the process is ready to close.
  6. ESM closes the process in PeopleSync. 
  7. Prior to the start of the next year all goals are mass archived.

Note: Communication on the timeline, due dates and reminders to complete the process are managed by HR and are not sent by PeopleSync. HR announces the process to the employee population including guidelines, due dates, and training materials/sessions.

Common Issues or Questions

The employee was not part of the evaluation form launch, can we add the employee?

The ESM Team can launch the form for a specific employee. Submit a PeopleLink ticket with this request including the name and the N#. 

The employee did not receive the form. 

Send in a ticket to PeopleLink. This will be reviewed by the ESM Team. The form is sent to eligible employees only within designated supervisory organizations. We will review the employee’s eligibility (employee category and length of service), current sup org, and/or any technical issue that may have occurred.

The employee did not complete the goals task prior to the launch of the form. 

Employee should create the goals directly in the form. Refer the employee to the tip sheet for steps.

The manager will be out during the review process. 

If the absence is planned, encourage the manager to set up delegations for this task prior to the launch. If not, submit a PeopleLink ticket and indicate who should receive the forms in the manager’s absence.

The evaluation form went to the wrong manager.

Send in a ticket to PeopleLink including the correct manager’s name and N#. The ESM Team will reassign the task to the manager. 

The employee submitted the self-valuation form by mistake and needs the manager to send it back. 

In the Performance Communication Review in PeopleSync tip sheet for employees we recommend that the employee contacts the Manager first. The Manager can easily locate the form in their inbox and select “Send Back”. 

Performance Partners can also send back forms. 

  1. On the employee’s record, click on Job on the left side menu.
  2. Click on Worker History. Click on View Worker History by Category button.
  3. Click on Goals and Reviews.
  4. Hover over the Business Process. (For example: “NYU WSQ AY2018-19 Performance Communication Form for [Dept Name] [Last Name, First Name]”). The Related Actions menu will appear. Select > Business Process > Manual Send Back.

If neither option is possible, submit a PeopleLink ticket and the ESM Team can send back the form.

Where is the form? Is the form completed? The employee or manager is unable to find the evaluation form and is not sure if the form was sent or received.

HR Analysts, HR Partners, Performance Partners and the PeopleLink Team can check the employee’s Worker History to check on the status of the form. Below are the steps and an example.

  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 button.
  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:
    a. Step: You can view all the steps in the process
    b. 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”.)
    c. Completed On: Indicates when the action took place
    d. Person: Many processes in PeopleSync route to different people. This column tells us who the transaction went to.
    e. Comment: Each person in the process may include comments which are visible to others in the process.

How do managers find previous years’ performance reviews?

Managers can find a specific evaluation from the Team Performance application, and select under the Reports section View Printable Employee Review.

Managers and Performance Partners can also look up past reviews for a single employee from the employee’s profile.  Search by name or find the employee in the My Team Management application.  In the employee profile, click on the Performance on the left side menu, then the Performance Reviews tab.  Current and past reviews display. Click on View button next to the review.

REPORTING

To keep track of goal submission, HR Partners can run the following report: Goal Submission Audit – WSQ Performance Management.

To keep track of completed evaluation forms, HR Partners can run the following report: Employee Review Progress Status for Organization. 

TRAINING & Additional Resources

  • A PeopleSync testing tenant is available for HR to use to demonstrate the process to employees and provide training. In the demo you can show the steps from the employee and/or manager’s point of view.
  • Refer employees to tip sheets located on the Performance Communication web site
  • For HR and those who will administer the goal setting and performance review process refer to the shared resources available on NYU Box.

Time and Absence in PeopleSync for HR and Finance

Overview

As of April 26, 2021, PeopleSync Time and Absence replaces myTime for WSQ Admin/Professionals, Staff, Professional Researchers and Student employees.

This tip sheet provides a list of key changes for HR and Finance users. (Note: This information was presented at the recent 3/31 PeopleSync User Group meeting.)

In this guide we review:

  • New application and reporting dashboard – Time & Absence
  • New Time & Absence Partner role and updates to security
  • Changes to key staffing transactions, field names, and functionality.
  • Change to processing of vacation payment upon termination (for eligible employees)
  • Updates to correcting Federal Work Study charges
  • Change to processing of Non-standard Time Off Types
  • How to approve time or time off on behalf of an approver using Advance Manually

To further familiarize yourself with the new timesheets, workflow, and terminology, we recommend that you review the training created for employees and approvers/managers on NYU’s Time and Absence web page.

Time & Absence Application/Reporting Dashboard

  • HR and Finance roles will now see a Time & Absence application. Click on the menu in the left corner to find the application.
  • Use this application to access a number of different tasks and reports related to  Time & Absence functionality in PeopleSync, such as viewing worker’s timesheets and running reports on time off taken over a period of time.
  • Dashboard reporting or aggregate data may be run by employee categories or supervisory organizations. At launch, Time and Absence reports are similar to those in myTime, with additional enhanced reporting planned for future. 
  • Refer to the tipsheet on Time and Absence Reports for Approvers and the report section of HRS 101 PeopleSync Time and Absence Training for Approvers.

Security updates/ Peoplesync Roles

  • myTime Access role has been renamed Time & Absence Partner. The role will give equivalent access to Time & Absence functions except for HR-specific tasks. (These include approving a vacation payout and access to exception Time Types such as Vacation Agreement).
  • HR and Finance roles (i.e. HR Executive, HR Partner, HR Analyst, HR Reporting Analyst, Finance Executive, and Costing Allocation Partner) will be given equivalent or additional access in order to support Time & Absence and view data. Note: You will not need to assign the myTime Access role to those already assigned to HR/Finance roles.
  • Refer to the updated PeopleSync Organization Roles tip sheet.

Changes to Fields and Transactions 

The fields below have been updated in the relevant staffing tip sheets.

Work Schedule Work Shift field has been renamed Work Schedule.

  • Exempt, regular employees. This field no longer appears in the Hire transaction. (A default schedule is assigned corresponding to 35 hours per week as applicable to FT, exempt Admin/Professionals, and Professional Researchers.)
  • Non-exempt, regular employees. You will see a new Assign Work Schedule step in the Hire and Job Change transaction for Staff and non-exempt Professional Researchers and Admin/Professionals. You can refer to the guide on assigning work schedules here.
Scheduled Weekly Hours and Default Weekly Hours These fields now directly impact time off accruals. While there is no change in the transaction, we stress the importance of checking that these fields reflect the correct values. 
Timesheet Approver (TSA) and Timeoff Approver (TOA) Previously we required that these fields were completed (for applicable employee categories.) You can still assign a specific TSA and/or TOA. However, if left blank, the roles are assigned by default to the manager of the supervisory organization. The staffing tip sheets have been updated as well as the Change Organization tip sheet.

Note: In this new process only the TSA or Manager may approve a timesheet. (Previously this function also extended to those in HR roles).

Note: An approver must first be assigned to the TSA/TOA role. Refer to the following tip sheet.
Effective Date on Edit Job (Student Hourly) If you need to extend a student hourly job (with no break in the job dates), we previously recommended using the job’s original Start Date as the Effective Date in the Edit Job > Extend Fixed Term transaction. This was due to how myTime processed timesheet reappointments. With Time & Absence there is more flexibility and you can use any date prior to the End Employment Date (EED). For example, if the EED is 12/31/2020, your Effective Date for extending can be 12/30/2020. 

Refer to the updated tip sheet, Extend Job of Student Employee (Hourly)

 The field below appears in the Termination transaction.

Resignation Date Completing the Resignation Date field is now required if the employee is eligible for vacation payout. PeopleSync displays a warning message confirming if a vacation payout will be issued. For exceptions, HR will be able to request a one-time payment.

Refer to the updated Termination tip sheet for more information.

Federal Work study (FWS) Corrections to Charges

  • With the launch of Time and Absence we have a new way to make corrections to FWS charges. If a timesheet is unapproved, the student’s salary is charged to the default costing. To charge the FWS program, TSAs (or HR) can edit the Time Type.  Once submitted and approved by the TSA/Manager, the accounting is corrected in the next run of retro payroll.
  • Refer to Federal Work Study tip sheet. 

Time Types – Non-standard Time offs

Some Time Off Types —Vacation Agreement and Excuse Absence Unpaid–may be entered by HR only and are not available to TSA/TOAs, Managers, or Employees.

Vacation Advance may be selected by employees if eligible. The request will route to the TOA (or Manager) and then Payroll for final review.

​Approve Time on behalf of someone else

Using a function called Advance Manually, HR Partners and Time & Absence Partners can approve a timesheet or time off request on behalf of an approver.  

  1. Locate the transaction:
    1. For timesheets, use the Unapproved Timesheets report in the Jobs tab of the worker’s profile (note: the timesheet must be already submitted)
    2. For time off requests, use the Worker History in the Jobs tab of the worker’s profile
  2. Click on Actions bar > Business Process > Advance Manually. (Tip: Mouse over the transaction to display the Actions bar)
  3. Enter a comment explaining why the timesheet is being approved on behalf of the approver
  4. Check the box for Suppress Notification unless you wish the regular notifications/emails to be sent to the employee/approver
  5. Check the box for Send to Completion
  6. Check the box for Confirm
  7. Click Submit

Reporting: Dashboards in PeopleSync

Dashboards provide a visual display of key metrics by subject matter and summary parameters.
 
  • Access is based on your PeopleSync Role.
  • To find the dashboard type in the name in the search bar on your PeopleSync homepage.
Below is a description of the available dashboards. 
 
Compensation Review
During AMI period, this dashboard helps aggregate a number of reports and other resources to assist those contributing to the AMI process.
 
Employee Review Dashboard
A dashboard of metrics for goal setting and year-end performance reviews within PeopleSync. Only useful for those departments that utilize PeopleSync for their performance management process.  Includes reports that show completion progress, and ratings by various demographic fields.
 
Form I-9 Compliance Dashboard
A group of reports for auditing and tracking I-9 compliance for any given supervisory organization.
 
New Hire + Onboarding Admin Dashboard
A group of reports for quick insight into new hires and their onboarding tasks.  Reports are configured for hires from the past 90 days, and by default only displays positions in the Administrator and Union job family groups, but can be used for other employee groups.  Also includes reports from the I-9 Compliance dashboard.
 
PeopleSync Report Catalog
A curated listing of reports the person currently logged in can run.  Includes the reports most commonly run or referred to in PeopleSync, grouped by thematic category.
 
Positon Budget Management Dashboard
A dashboard for Finance Executives and others involved with position budgets.  Contains a collection of reports and metrics that give insight into position data (e.g. count, vacancy status, costing) as well as position budgets (e.g. encumbrances, budgets, costing).  Also includes “”at a glance”” metrics, which show summarized figures for quick insights.
 
Staffing Transaction Dashboard
A set of metrics used to gain insight into the timeliness, volume and status of staffing related transactions for a school or division.  Not intended to give insights into the content of transactions.
 
Student Staffing Dashboard
A central resource for student job related reports including: listing reports (e.g. current student jobs) and trended metric reports (e.g. student jobs added month over month).
 
Tenure Status – WSQ
A set of reports that give a listing of tenure track faculty which are due for reviews (3rd year, 6th year, tenure review) over the next several years.

 
Time & Absence 

This application allows access a number of different tasks and reports related to Time & Absence functionality in PeopleSync, such as viewing worker’s timesheets and running reports on time off taken over a designated period.  Aggregate data may be run by employee categories or supervisory organizations. At launch, Time and Absence reports are similar to those in the previous system, myTime, with additional enhanced reporting planned for future.