Transactions & Functionality
Performance Management: Close out of prior year review and goal setting launched
At the start of the new academic year we closed out the performance review process in PeopleSync, mass advancing any incomplete forms that were past the due date and archiving goals. Just recently and in the coming weeks schools and units begin the goal setting process for AY ‘25. Refer to the Performance Review Process In PeopleSync for HR for helpful reports that you can run to monitor this process and be sure employees have the link to the Performance Communication web page which has both the goal setting and performance reviews in PeopleSync tip sheets.
New Alert in Add Additional Job – Student Appointments
There is a new soft alert in the Add Additional Job transaction. When selecting a non federal work study job profile (e.g. STNT03, STN06, STNT09, and STNT12*) the system will check the work study balance. If there is an available balance you will see an orange alert. Note: as this is a soft warning you can still submit the transaction. This serves as a reminder to consider switching to a federal work study job profile. (*Tip to run a complete list of all job profiles type “NYU Job Profiles” into the PeopleSync search bar.)
Early Dismissal Notices – AY 25 Scheduled in PeopleSync
As announced last fall we set up an automated email from PeopleSync which reminds managers or timesheet approvers of regular, non-student, non-exempt employees of the one hour dismissal the business day before a holiday. Refer to the post for the schedule and a sample notification.
Annual Clean-up of Hourly Student Jobs
The annual EIB to address outdated non-primary hourly student jobs has been uploaded to PeopleSync resulting in the ending of some 7,000+ jobs. Please do remember to process an End Additional Job transaction on any past jobs that are no longer needed in the system in a timely manner.
Simplified Search in PeopleSync
As part of the recent workday upgrade you’’ll see enhancements to the UI. A “Simplified Search is Enabled” toggle appears directly below the search box on the search results page. By selecting this the search categories move to the center and top of the screen.
Training & Resources
ESM Open Office Hours (OOH): Where to find past materials and next meeting.
Thank you to all who attended our recent OOH forums on Adjunct Activity Pay (August), iCims (Sept) and Reporting Dashboards (Oct).
- A recap of the sessions and materials is available in the ESM Open Office Hours Box folder.
- Please join us for the next gathering (via zoom) on Nov 20th. at 11am.
- Send us your feedback as well as suggestions for upcoming topics to ESM-Open-Office-Hours@nyu.edu.
Reminders for Security Partners – Roles not assigned through PeopleSync
Position Budget Management Dashboard – To gain access to this dashboard, you assign the employee the Finance Executive role, but if the employee also needs access to the budget and encumbrance reports within PeopleSync, the Cost Center Manager role is required. This role is assigned by the Budget Office. Refer to the Organization Support Roles tip sheet for more information.
Interfolio access – Access to the applicant tracking system for FT Faculty and other academic positions is not assigned by the Security Partners but by the ESM Team. First make sure access is approved by OAA by sending an email to Interfolio.Support@nyu.edu. Once approved submit a ticket to PeopleLink with a copy of the email approval, the name, N# and netid.
Ticket Spotlight
Can ESM launch the I-9 for an employee?
No, only the employee can launch the I-9. (The employee types on “Complete Form I-9″ to do this).
Having said that what are the common scenarios for when an I-9 needs to be launched by an employee? For most new hires the I-9 form is automatically launched by the system. However for rehires PeopleSync cannot launch the I-9 if one is already in progress.
- A common reason for why an older I-9 is still pending is that a paper I-9 was completed and uploaded but the digital I-9 was never cancelled. In this case, an I-9 Partner (as well as HR Partner or HR Analyst) can always cancel an I-9. Refer to the Complete Form I-9 tip sheet for steps.
- A second reason may be an outdated Upload I-9 Documents To-Do which is currently in an I-9 Partner’s MyTasks. If this is the case, open a ticket and request that this is removed.
(Tip: Not sure how to check on an I-9’s status? – refer to the Worker History (or how to check on a transaction status)
Will PeopleLink regenerate the wage theft (L195) form when we had in additional courses (or change the total hours)?
No, if you need an updated form once you have changed the activity pay, i.e. added in more sections, increased hours, etc, please generate a new form. When you are updating the data in activity pay be sure to select the reason “Generate Form I95 (WTP Notice”). Important: If you forgot to do this during the transaction you can always generate another Manage Period Activity Pay, select this reason, making no changes to the rest of the form’s content.
How can an employee complete a past wage theft form?
If an unsigned form has expired, HR or the employee can open a ticket with ESM to regenerate the document.