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This website was created to allow for easy communication between the University HR Department and designated users of the HCM system [HCM Preparers and HCM Approvers]. Click on the post title or the "Read More »" link to view the entire post.

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Hiring and Reappointing PTL’s; TA’s and All Others With a 2/1/2012 Appointment Begin Date

Posted on November 17, 2011

The HCM/Payroll submission period for hiring and reappointing Part-time Lecturers, Teaching Assistants and all other employees with a February 1, 2012 appointment begin date began on October 28, 2011.  In order to have appointments processed for the February 3, 2012 payroll preparers need to submit the reappointment requests starting now. Only fourteen reappointment/hire requests are currently in the HCM request queues for the February 3, 2012 payroll. 

Please note this important change when submitting your reappointment request:  Please do not enter an AD HOC Salary Change request with your Reappointment request. The documentation you attach to the reappointment already specifies the salary your employee is to be paid for each course and a total salary if there are multiple courses. The salary changes will be processed by the HCM unit from the documentation you attach to the reappointment request.

Read More »     

“Person Match Screen” Now Has Additional Functionality!

Posted on October 27, 2011

The “Person Match Screen” in Template-Based hire now has additional functionality. Preparers now see the following added information:

  • Month/Day of Birth
  • Home City
  • Home Zip Code
  • Home State
  • Person Org Summary

Preparers can compare this information with the data they have for their hires to ensure they are selecting the correct person/employee id.

Read More »     

New “Job Summary” Tab (Consolidated Employee Record Summary)

Posted on October 19, 2011

A new tab of information has been added to the employee’s job data. This will provide an alternative for reviewing commonly used employee information in one location. You will no longer have to move from tab to tab to find the information you need to see about an employee. The tab is labeled “Job Summary” and is the last tab on the job data screen.

Read More »     

UPDATED 10/5: How to Hire a Class 9 Employee Using the HCM System

Posted on October 3, 2011

Currently, Departments are not hiring Class 9 employees (Nonresident Alien Stipend Recipients) with the right Pay Group number and the Citizenship Screen in the HCM/Payroll system is not being completed.  This information is crucial in helping Payroll Services apply the correct taxability and also helps UHR accurately indentify those employees who are not pension eligible.  Below are step by step procedures for ensuring a new hire Class 9 employee (Nonresident Alien Stipend Recipient) is hired correctly.

Read More »     

Required Documentation

Posted on September 7, 2011

Please remember that all class 1, 6, 7, 8, and 9 requests submitted to the HCM/Payroll system require accurate supporting documentation attached to the request.  Supporting documentation can be an appointment letter, offer letter, or other document signed by the person in your organization who is responsible for and has the authority to commit monies on behalf of the University.  The documentation must clearly state the following: 

  • Employee name
  • Employee department
  • Employee job class (class 1, 6, 7, 8, or 9)
  • The hired or reappointed payroll job title and job code
  • Salary
  • Salary payment begin date
  • Salary payment end date

We have received many attachments with: job titles that do not exist in the payroll system, information that does not match the request entered in the system, no dates or salary, or the statement that the person is not reappointed or is on a waiting list. These attachments are not supporting documentation.

Read More »     

New “HCM Hotline”

Posted on August 24, 2011

We are happy to announce the new “HCM Hotline”. The HCM Hotline number will be monitored during the hours of 8:30 am until 4:30 pm, Monday through Friday. We hope that direct access to the HCM Unit will help expedite and resolve your transactions and questions.

Please call the HCM Hotline at 848-932-3888.

Read More »     

PDRs, PAFs, and TRFs Forms Are History!!!

Posted on June 13, 2011

As of Jan 2011, new software called the Human Capital Management [HCM] system was implemented to replace the use of old paper forms including the PDR [Personnel Data Record], PAF [Payroll Authorization Form], TRF [Time Report Form], and many other Hire/Salary Transactions. As a result, the Salary Administration Unit under the University Human Resources Department, has now been renamed to the Human Capital Management Unit. This change was made to reflect the unit’s new responsibilities utilizing the new HCM System.  This enhancement will allow us to operate more efficiently, responsively, and most important of all, better serve the employees of Rutgers University.

Learn more about using the new HCM System at the RIAS Learning Resources Website: http://rias.rutgers.edu/trainingess.htm

Read More »     

RU Employee’s Are Now Categorized by Class [Formerly Type]

i. Class 1 – Regular Faculty, Staff; Post Doc Associates

ii. Class 2 – Trades People (Formerly Type A)

iii. Class 3 – Short Term Temporary Appointee [This class is currently not in use]

iv. Class 4 – Hourly Casuals, Part-Time, or Seasonal [non-students]

*** [May only hold one Class 4 job at RU]

v. Class 5 – Hourly Casual Full-Time Rutgers Students [May hold multiple Class 5 jobs at RU]

vi. Class 6 – Teaching/Graduate Assistants

vii. Class 7 – Part Time Lecturers

viii. Class 8 – Coadjutants (incl. Faculty Summer Research, Casual – Non Teaching, Co-Adjunct-Additional Teaching)

ix. Class 9 – Graduate/Post Doc Fellows (Paid through stipends, not Rutgers employees)

Read More »     

Using Employee Self Service

You can access the following information in your own employee file and request changes if needed: 

  1. Personal Information: your contact information, emergency contacts, home address, etc
    • Available before the employee’s first day if the transaction request has been approved by UHR [HCM Unit]
  2. Payroll and Compensation Information: direct deposit, pay advices [current and old pay checks], W-4 form, deductions, taxes, etc
    • Available starting on the employee’s first day
  3. Benefits Information: view current benefits selections, plans, etc

Read More »     

Important Message For Preparers and Approvers

A number of issues have arisen that have affected the accuracy of records being entered. It is extremely important that you review this list to ensure that the records you enter are correct:

  1. Always verify the effective date before saving or submitting your work. The effective date defaults to the current date and it should be corrected before you move on.
  2. You must wait for the “saved” message to appear in the top right hand corner of the screen. If you don’t, your work will be lost or incorrect.

Read More »     

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