PeopleSync Newsletter – Issue 31: June 2021

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.