PeopleSync Newsletter – Issue 26: February 2020

Retirement Transactions in PeopleSync (New Tip Sheet)

A new tip sheet is now available which reviews transactions for retirees in PeopleSync. This includes: retiring an employee, rehiring a retired employee and ending the job or position of a Retired-Active employee. This guide provides answers to common questions on how the retirement flag is added to the employee’s record, definitions for termination vs retirement dates and how benefit eligibility is maintained for separating retired-active employees.

Reports Corner

Employee Gross Pay

We’re adding a new column to highlight specific in the workday. As always you can access a full list of reports available from the homepage through the Reports Catalog worklet.

For this issue we review Employee Gross Pay. To access the report simply type the report name in the PeopleSync search field.

Description: Displays gross pay of an employee including payment period and payment date. You will be prompted to enter in the employee’s name or N#. Note: This is total gross pay for all positions that they employee may have; data is not listed by position #.

Who can run: Finance Executive, HR Analyst, HR Partner, HR Reporting Analyst, Student Employment Partner

PeopleSync Error Alerts

Activity Type in Manage Period Activity Pay

There are validation rules in the Manage Period Activity transaction to prevent incorrect Activity Type and employee category assignments. Here are two of the alerts that you may encounter:

  • Student Related Positions should use RST activity only.

For student related positions (e.g. teaching assistant, teaching fellow, research assistant etc.), you can only assign RST activity type. The alert above appears if the user enters any other types, for example A1 Lecture or SUM for summer pay.

  • Graduate Employee Adjuncts can be assigned H duty (TRN2110), X duty and Teaching activity types (A – I) ONLY. Please select an appropriate Activity type.

Graduate Adjuncts, i.e. STNT07, may only be assigned to teaching-related activities (e.g. A1 Lecture etc), H10, X and TRN2110. (TRN2110 is a new activity type; see this article for more info.) This alert appears if you try to assign activities other than these.

If you encounter these alerts change the activity type accordingly. If you believe the activity type is correct be sure to review the job profile selected. The employee may be assigned to wrong profile.

PeopleSync Tips

Cancelling Outdated In Progress Transactions

If you are a frequent initiator of transactions in PeopleSync (i.e. an HR Analyst) it is recommended that you review overdue/outdated transactions in your PeopleSync Inbox. In progress transactions awaiting your review or action are in the ACTIONs tab. Each transaction lists the # of days since the transaction was submitted. Example: 30 day(s) ago.

For old transactions, select the transaction and review and action on the step as needed. If you need to cancel the transaction select the gear icon located on the upper right corner and select the Cancel action. You will need to include a comment. Keep in mind that all Saved for Later transactions remain in your inbox until submitted or cancelled.

How Paygroups are Assigned in PeopleSync

An employee’s paygroup (weekly, biweekly, semi-monthly student, semi-monthly regular and monthly) is dependent upon a number of criteria including: employee category, salary and/or exempt status. Review the Assign Pay Group tip sheet for a list of the Pay Group Selection Guidelines.

During the Hire, Add Job* and Change Job transaction the paygroup is automatically assigned by PeopleSync. (*Select Edit Position/Edit Jobs also include an automatic pay group assignment if warranted by a change in job profile or salary.) For example when hiring a Local 3882 employee, the position is assigned to a biweekly paygroup; when hiring a FT faculty member the position is assigned to a monthly paygroup.

You can view this assignment step by selecting the completed Hire Transaction in Job > Job Details > Worker History. Select the Hire transaction and then the Process Tab. You will see an Assign Pay Group step and next to this, “automatically assigned”. To view the paygroup for an employee/position select Pay tab > Pay Group.

  • Regular FT employees with more than one position. For regular, non student Fullt Time employees with more than one position, the non-primary position or job is assigned to the same paygroup as the primary job.

Here are two examples:

  1. Joseph Smith is an FT Professor. She is on the monthly pay schedule. She is given an ad compensation job for summer pay. This ad comp job is assigned to the monthly In this way Wima will receive one paycheck each month that includes both her primary and non-primary job’s payment.
  2. Janice Smith is Director of Writing Center, a FT Administrative/Professional position, paid at $85,000. This position is paid on a monthly basis. She is also working as Adjunct Lecturer for the Spring semester. The adjunct lecturer job will be assigned to the monthly pay group.
  • Multiple Paygroups Given the above can an employee have more than one paygroup? Yes. PT regular employee and students may hold jobs simultaneously which are paid out on different schedules. For example, Pebbles Flintsone is a PT Researcher and an adjunct. Her PT Researcher job is non-exempt and paid on a biweekly basis; her adjunct job is paid on a semi-monthly regular basis.
  • If the Pay Group does not default, the user will be prompted to submit the paygroup on the Assign Pay Group Page. This can occur if the paygroup guidelines do not apply; typically this indicates there may be a data entry error in the transaction. If you encounter this step review the transaction and contact PeopleLink for further assistance.

Ticket Spotlight

I am trying to end a job but a specific date but PeopleSync is showing an alert saying that the date can’t be before the “last staffing organization change”. What does this mean?

When you submit a transaction PeopleSync looks for any transaction which may conflict with the Effective Date.

Here is an example. An employee started working on Oct 1, 2019. You initiate a Contact Change effective Sept. 15, 2019. The system will display an alert because this date is begore the hire date.

Other conflicts are less obvious such as conflicts with an Organization Change. Organization Change refers to a field changed on the Organization Assignment Page (for example: costing/chartfield, check location, timesheet approver, time off approver etc.)

Here is an example. A Part Time researcher’s job’s Fund has been changed from 24 to 25 effective Feb 1. 2020. The school tried to end this job, effective Jan 31, 2020. The following alert appears: “Select an Effective Date is after 2/1/2020. Effective Date can’t be on or before the last completed staffing organization change.”

In this case you should review your effective date – are you entering in the correct date? If this is correct than you can request that this staffing organization change is removed by submitting a ticket to PeopleLink.