Welcome Rutgers HCM Users!!
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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We have been notified by the Office of Information Technology (OIT) that a number of emails they have sent to new hires giving them their NetID information are being returned to the OIT mailbox as undeliverable. HCM and OIT have found that the email addresses entered in Template-Based Hire are non-existent. Please look out for email addresses identified as type “home” with an @Rutgers.edu or @scarletmail.rutgers.edu. These are fake email addresses. If your new hire does not have a personal email address, please have them go to Hotmail, Yahoo, Gmail, or any other web email service and create a real personal email address to give to you so that you can complete the Template-Based Hire and they can get the email from OIT.
As you know, we are in the midst of an exciting time, transitioning Payroll data from the BANNER system to the PeopleSoft system! The Electronic Personnel Action Form system (EPAF) that is linked to the BANNER system will be shutting down after the August 31, 2016 cutoff for the September 9, 2016 paycheck. Going forward RBHS and Central Administration will use a Paper EPAF to submit the requests they previously submitted through the electronic system. The new Paper EPAF is a fillable PDF. All you have to do is fill it out, print it, obtain the required signatures, scan it to your computer, and then email the Paper EPAF form and the supporting documentation to one email address: HCMBANNER@hr.rutgers.edu.
The migration of Banner System payroll data to the PeopleSoft HCM/Payroll System for all legacy UMDNJ employees will commence on Saturday, October 8, 2016. From Saturday October 1, 2016 to Friday October 7, 2016, the Banner and PeopleSoft Payroll Systems will be offline. No University employee will have access to any aspect of the RIAS HCM/Payroll System for those seven (7) days, including, but not limited to, Self-Service, Template-Based-Hire, Reappointment, Leave of Absence, Termination, Retirement, and other request queues. Additionally, there will be no access to Time and Labor or Commitment Accounting during the offline period. Access to the PeopleSoft HCM/Payroll System and Self-Service will return on October 8, 2016 for all Rutgers University employees.
During September 2016 and October 2016, in an effort to accommodate system shutdown, certain payrolls will be closing earlier than usual. As a result, there are accelerated HR cutoff, EPAF cutoff (Banner only), and Payroll Time and Labor cutoff schedules, which you will need to follow in order for requests to be processed and employees to be paid.
Over the weekend an automated process ran in the HCM/Payroll system against every active employee record. This process may inadvertently sent workflow emails to Approvers and Preparers. If you received emails about the July 1, 2016 fiscal day change, please disregard them. There is absolutely nothing you need to do except delete those emails.
In addition, HCM processed many of your hire, reappointment, and separation requests over the weekend. Please note those workflow emails and complete any commitment accounting entries that are needed.
Rutgers University’s peak reappointment and hiring period has begun. We have listed below a few guidelines to assist you, as you begin to process your faculty reappointments. Please use the following information to help determine when new salary and other information should be entered into HCM to support faculty reappointments and promotions that will be effective as of July 1, 2016.
The final date to submit reappointments effective July 1, 2016 to meet the July 1, 2016 paycheck deadline is this Thursday, June 16, 2016. Please submit fully completed and signed reappointment requests effective July 1 now. Also, please review the HCM Job Action Schedule on the HCM Blog to be certain that you submit your processing requests between the appropriate submission “begin date” and “no later than date“ throughout the summer.
This is a reminder that in accordance with University Policy 60.3.14, Overtime/Comp Time for Regularly Appointed Staff, all earned and accrued Compensatory time must be utilized or compensated for in wages by the first pay period in June of every fiscal year.
As in prior years, no new compensatory time can be earned after June 3, 2016 through the end of the fiscal year (June 30). Overtime hours worked during this time must be treated as paid overtime. Employees may begin to accrue compensatory time again on July 1. Accrued compensatory time must be used by June 13. Any compensatory time balances remaining after June 13 will be paid out by Friday, June 17.
We now have a schedule of dates that the automated process to terminate Class 4 temporary hourly records will be completed each month. The schedule is to the right under the “General HCM Files” header. Beginning May 23, 2016, any Class 4 record with an expected end date on or before March 31, 2016 will be terminated.
Please remember that entering hours on time and labor for a date after the expected end date of your Class 4 appointment or submitting a late reappointment request will not keep the employee active or stop the automated termination process. Please submit your reappointment requests in a timely manner so they can be processed before the automatic termination program terminates the employee record.
This announcement is a reminder to departments to please submit termination requests for employees, who reach their expected term end date, are no longer regularly scheduled to work in your department, and /or have not signed an appointment letter stating they will work in your area in the foreseeable future. If you have a reappointment letter, please submit the reappointment request into HCM for processing. Your assistance is greatly appreciated in ensuring that employment status is accurately recorded in our systems and that university access to systems is secure.
The automated removal of payroll records is an additional established and critically necessary practice to ensure that the university meets its obligations with respect to accurate reporting of employment for the following purposes: Affordable Care Act, state health benefit plan eligibility, I -9, IRS, state pension and retirement system eligibility, unemployment, other federal and state employment regulations, federal and state reporting requirements, external audit reporting, and university access and security.
We are excited to tell you about a new functionality that the Recruitment, Onboarding, and Classification System (ROCS) team within the Talent Management Department will be making available to HR Preparers within the HCM/Payroll System!
Beginning Wednesday, March 16, 2016, ROCS will automatically populate certain fields in the appropriate HCM new hire template when a hiring proposal is approved for Class 1 Staff positions, for new employees who applied with United States home addresses in ROCS. This tool will take specific data fields from ROCS and auto-populate the HCM new hire template. This will occur when a Hiring Proposal is approved in ROCS by a UHR Consultant.
NEW HCM Job Action Submission Cutoff Schedule Focuses on Action Effective Date and has a New Format!!
We are excited! We are listening to your concerns and, in response, HCM Specialists are now processing actions for their clients in the date and time order they are submitted to the HCM queues. We are really excited about this change! Preparers and Approvers who submit requests early will see their requests processed within days of the submission and will no longer need to wait until the beginning of the relevant pay period to see these future dated requests processed. This shift will enable timely submitted, new hire requests to be active in HCM by the employees’ start dates and other future dated actions to be saved to the job data screens so that Approvers can complete commitment accounting changes before the actual effective date.