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].
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To all RBHS and Central Administration Originators, HR Preparers, and HR Approvers:
As you know, going forward RBHS and Central Administration will use a Paper EPAF to submit the requests they previously submitted through the electronic EPAF 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 as follows:
•Staff EPAFS – For Promotions, Reclassifications and Other Actions Requiring Compensation Review That Are Not Submitted Through ROCS:
oPlease send to the HR Compensation Department with your Compensation Review request and documentation.
•Staff EPAFS – For All Separations and All Other Staff EPAF Actions:
oPlease send email to your HR Generalist with appropriate supporting documentation.
•Faculty EPAFS – For Separation Actions:
oPlease send information to your RBHS Faculty Coordinator with supporting documentation as they advise.
oPlease send email to the RBHS Faculty HR Preparers at RBHSFacultyRequests@hr.rutgers.edu.
Note on Separations from the University
In general, supporting documentation required for processing has not changed. However, additional documentation will be needed for separating employees who accrue time in the University’s Absence Reporting System.
Separations require the following documentation to complete processing:
•The Paper EPAF
•Acknowledgement that the BC-10 form has been given to the departing employee.
•Separation letter (signed) and other supporting documentation as indicated above.
•The Days Remaining Report from the University’s Absence Reporting System for all Staff who accrue time.
•Days to be paid out upon separation for Faculty (reported in the Comments section of the EPAF Form).
We ask that you make certain that the subject line of your emails have wording that identifies it. Suggested wording of subject line:
1.Start with the name of the action; there are only three (3) choices:
2.Next enter the name of the employee.
3.Then enter the effective date for the action
Examples of well-named email subject lines are:
•ORG Change Nero Wolf 12-1-16
•Separation Ned Stark 11-20-16
•Salary Adjustment Rick Grimes 1-5-17
Urgent “Separation” and other EPAF actions need to be communicated to your HR Generalist, Faculty Coordinator, and/or HR Preparer quickly so they can notify the HCM Unit and Payroll. Please call and email them, and then send the Paper EPAF and other supporting documentation as indicated above.
Attached below are a revised, fillable, Paper EPAF Form (with additional separation reasons) and the fillable Paper EPAF Form Directions. The Form and Directions can be accessed through the HCM_Blog under the “Banner/PeopleSoft Migration Information” header panel on the right.
Additional Information for the Office of Faculty Affairs
For Faculty, EPAF Originators need to include the following in the in Step 3: Comments:
•School: (NJMS, RSDM, RWJMS, SHP, SN, SPH)
•Action: (At-Will Termination, Deceased, Layoff, Non-reappointment, Resignation, Retirement, Termination-Coterminous, Termination for Cause, Transfer between Schools)
•Degree: (MD, DO, DMD, DDS, RN, etc.)
•Tenure Status: NT, TT, TE (This would be the tenure status just prior to the separation)
•Salary Table: (FA, FP, FN, FS, FE, FD, FJ, FX)
•Last Academic Base Salary:
•No longer AAUP-RBHS, AAUP-AFT or NJEA Eligible
•Vacation Day Pay Out: ____ Days
•Change to Volunteer Appointment - New title (XYZ) [if applicable, attach appropriate documentation]
All Users of the Paper EPAF Form
Please direct questions concerning use of the EPAF form to:
•Compensation Services for Staff Salary Actions: http://uhr.rutgers.edu/uhr-units-offices/rbhs-human-resources/compensation-services
•HR Services for Staff Separation, Department Change, and Location Change Actions: firstname.lastname@example.org
•Office of faculty Affairs for Faculty Separation, Building Change Actions: email@example.com
This is a reminder that, due to migration, the only EPAF actions to be processed in the BANNER System between now and the Payroll Cutoff for the October 7, 2016 paycheck are Separations and Retirements.
However, we understand that urgent “Separation” and other EPAF actions may need attention although the submission deadlines have passed. These job actions need to be communicated to both BANNER PAYROLL and HCM Data Administration immediately. Please submit the Paper EPAF and supporting documentation to HCMBANNER@hr.rutgers.edu mark it “urgent”, copy firstname.lastname@example.org, and also phone either Mary Tran at 848-932-3852 or Joycelyn Johnson-Williams at 848-932-3870.
Leaves of Absences and Returns from Leave submitted through HR Generalists or Faculty Coordinators also need to be communicated to both BANNER PAYROLL and HCM Data Administration immediately. Please submit the Leave or Returns from Leave with supporting documentation to HCMBANNER@hr.rutgers.edu, mark it “urgent”, copy email@example.com, and also phone either Mary Tran at 848-932-3852 or Joycelyn Johnson-Williams at 848-932-3870.
We want to thank all of you for your help and flexibility changing dates to accommodate the data migration blackout period. You have been truly helpful. If you still have an urgent BANNER system job processing issue that we have not addressed, please bring it to our attention. We will work with you to find a resolution.
To All Preparers and Approvers:
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.
Please direct new hires, who do not get the email from OIT with their netid information, to https://netid.rutgers.edu. This web page will direct them how to retrieve and activate their NetID and obtain a real university business email. Assistance is available at Campus Computing Help Desk on each campus.
To all RBHS and Central Administration Originators, HR Preparers, and HR Approvers:
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.
We ask that you make certain that the subject line of your emails have the exact wording and word order as follows:
- Start with the words “Paper EPAF”;
- Then enter the name of the action; there are only three (3) choices:
- ORG Change
- Salary Adjustment
- Then enter the name of the employee.
Examples of well named email subject lines are:
- Paper EPAF ORG Change Nero Wolf
- Paper EPAF Separation Ned Stark
- Paper EPAF Salary Adjustment Rick Grimes
Due to migration, the only EPAF actions that will be processed after the August 31, 2016 Cycle 18 cutoff are Separations. The Paper EPAF with supporting documentation for any EPAF action that needs to be processed after August 31st to meet the September 23rd paycheck must be emailed to HCMBANNER@hr.rutgers.edu by September 7, 2016. Those Paper EPAFs which need to meet the October 7, 2016 paycheck must be emailed by September 14, 2016.
However, urgent “Separation” and other EPAF actions that miss these deadlines need to be communicated to both BANNER PAYROLL and HCM Data Administration immediately. Please submit the Paper EPAF and supporting documentation to HCMBANNER@hr.rutgers.edu, mark it “urgent”, copy firstname.lastname@example.org, and also phone either Mary Tran at 848-932-3852 or Joycelyn Johnson-Williams at 848-932-3870.
The HCM unit will review your requests with the BANNER Payroll department to determine what can still be entered into the BANNER payroll system or discuss other solutions with you.
The latest EPAF Calendar and the new Paper EPAF form are attached to this email for you. You can also navigate to the HCM Blog at http://hcmblog.rutgers.edu to view this announcement and the announcement titled “Countdown to Migration!”, and to obtain schedules, dates to know, and the Paper EPAF form (posted under the header “Banner/PeopleSoft Migration Information”).
The Paper EPAF form will continue to be used after data migration to the PeopleSoft HCM/Payroll system is complete for a period of time. Information on that process will be communicated soon.
Attached below are the fillable Paper EPAF Form, the fillable Paper EPAF Form Directions, and the final EPAF System Calendars, which also can be accessed under the “Banner/PeopleSoft Migration Information” header panel to the right.
To All Preparers and Approvers:
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. Attached below are the revised 2016-2017 HCM Cutoff Schedules for Fall 2016/Winter 2017, and an accelerated Time and Labor Schedule for September 2016 and October 2016 for the Banner and PeopleSoft Payroll Systems, which can also be accessed through the “Banner/PeopleSoft Migration Information” header panel to the right. Also attached below are two (2) summary charts with migration dates (one sorted by date, and one sorted by payroll system), which can be accessed under the “Banner/PeopleSoft Migration Information” header panel to the right. The summary charts provide information regarding the last dates employees will have access to the Banner and PeopleSoft Payroll Self-Service features, and provide the date that access to Self-Service will return. A revised EPAF Cutoff Schedule will be disseminated to Banner EPAF Originators as soon as possible.
Please note that we are fully aware that PeopleSoft Payroll System Preparers and Banner System Originators do oftentimes receive late notification regarding leaves of absence, terminations and retirements, and as such, we will soon be providing instructions for a separate procedure that will inform HCM and Payroll of notifications received after the HR cutoff.