HR User Group Meeting. April 2, 2018

Transcription

1 HR User Group Meeting April 2, 2018

2 Agenda Topic Moving Expense Reimbursements Walter Miller Presenter 9.2 Upgrade Feedback Megan Keefe 2-Step Verification for ConnectCarolina New Organizational Chart Feature Funding Information Link Q&A Most Lunch Performance Management Learning Management System Upload InfoPorte Link Megan Keefe Rajani Day Megan Keefe Megan Keefe Tyler Enlow Anita Collins Ann Sager 2

3 Moving Expense Reimbursements Walter Miller Director of Payroll Services 3

4 Moving Expense Reimbursements Changes due to 2018 Tax Reform Federal Tax Tables changed effective 2/16/ Moving Expenses can no longer be reimbursed tax free by the employer The new law impacts the University in several areas. Ben Davidson, Director of Tax Policy & Analysis, is working with the affected units. 4

5 Moving Expense Reimbursement Prior Process Submit receipts for actual expenses related to moving for reimbursement via a voucher Paid from account Disbursements sends payroll a report of the reimbursement for each person and includes what is taxable and non-taxable (IRS 521) Timing between reimbursement and tax consequence averages about 2 months Direct payments to vendors on behalf of employees 5

6 Moving Expense Reimbursement An IRS principle to be aware of: Cash payments to employees carry an immediate tax liability The University must withhold taxes based on this payment. 6

7 Moving Expense Reimbursement Items for Exploration Processing the payments as an epar to manage the tax issues Whether the direct payment option can remain Whether a stipend would be permitted 7

8 9.2 Upgrade Megan Keefe Team Lead, HRIM 8

9 9.2 Upgrade Collaboration among team members, as well as outstanding efforts in functional testing and technical support, were key to the successful transition of the ConnectCarolina HR/Payroll system upgrade to version 9.2 over the March 2-4 weekend. The cutover weekend work was the culmination of 7 months of preparation and planning. More than 60 people were involved with the transition including multiple teams from ITS, VCWSEE & Finance Production go-live began at 5:00 pm on Friday, March 1 and was completed at 6:30 am on Sunday, March 4. 9

10 9.2 Upgrade Cutover Weekend 10

11 9.2 Upgrade Cutover Weekend 11

12 9.2 Upgrade Cutover Weekend 12

13 9.2 Upgrade Cutover Weekend 13

14 9.2 Upgrade UAT? Thank you! Looking for your feedback on changes and new functionality What works? What doesn t work? What could be better? Survey to come 14

15 2-Step Verification for ConnectCarolina Megan Keefe Team Lead, HRIM

16 Coming Soon: 2-Step Verification ConnectCarolina Administrative Users will be required to use 2-Step in late May, 2018 Who is an Administrative User? Anyone who has permission to access anything in ConnectCarolina outside of the SelfService menu options. That includes transactions such as entering grades, submitting an epar, performance evaluations, and completing a vendor catalog transaction, just to name a few. How does this impact my daily work? You will be asked to complete a 2-Step verification with DUO when you work outside of the SelfService menu. If you work off-campus, you need to 2-Step twice, once for VPN and once for ConnectCarolina. Pro Tip: Click the Remember me for 12 hours checkbox. 16

17 Coming Soon: 2-Step Verification ConnectCarolina Administrative Users will be required to use 2-Step in late May, 2018 What actions do I need to take now? Register for 2-Step Verification with Duo (Most of you already registered last fall for VPN access.) Visit onyen.unc.edu and click 2-Step Verification for Duo. You ll need your PID and mobile phone to complete registration. Pro tip: Be ready to set up a preferred method and a back-up option. That way, if you lose your phone or leave it at home, you ll have an alternate way to authenticate your accounts. 17

18 New Organizational Chart Feature Rajani Day HR Business Analyst

19 Org Charts in ConnectCarolina New feature in ConnectCarolina HR WorkCenter > Org Chart Viewer What can you do with it? See the reporting structure for employees. Can see both up and down. Can change the focus of the org chart. See address, work phone number, and business address. Export to Excel as a list. Export to Visio as an org chart. 19

20 A few things to keep in mind The org charts show only active employees in the reporting structure. Vacant positions aren t shown. Inactive positions aren t shown. Say that an employee isn t in a position and reports to someone who isn t in a position. In the org chart, the employee will show as reporting to all of the supervisor s jobs. Legal name and Job Code description displays Updated nightly with changes from previous day Currently, only UNC-Chapel Hill employees are included in the org charts. 20

21 Let s Take a Look Tip: After you click the Org Chart Viewer link, click the double arrow to close the HR WorkCenter so you have more space to see the org charts. 21

22 Searching for an Org Chart Company Director is the Org Chart Viewer. Andrew Trainson Click Advanced Search to search for employees by location, department, or other criteria. Click My Org Chart to see an org chart with you as the focus. 22

23 Seeing the Org Chart Joanne Trainberg Manager Department: Nutritional Science Directs: 3 jtrainberg@unc.edu Aakash Le Train Accounting Technician Andrew Trainson Accountant William Trainwell Accountant Department: Nutritional Science Directs: 0 aletrain@unc.edu Department: Nutritional Science Directs: 3 atrainson@unc.edu Department: Nutritional Science Directs: 1 wtrainwell@unc.edu Sunny Trainlett Accounting Technician Lorraine Trainova Accounting Technician Nur Von Train Accounting Technician Department: Nutritional Science Directs: 0 Sunny_trainlett@unc.edu Department: Nutritional Science Directs: 0 ltrainova@unc.edu Department: Nutritional Science Directs: 0 Nur_vontrain@unc.edu 23

24 Changing the Focus Joanne Trainberg Manager Department: Nutritional Science Directs: 3 jtrainberg@unc.edu Aakash Le Train Accounting Technician William Trainwell Accountant Andrew Trainson Accountant Department: Nutritional Science Directs: 0 aletrain@unc.edu Department: Nutritional Science Directs: 1 wtrainwell@unc.edu Department: Nutritional Science Directs: 3 atrainson@unc.edu James Trainek Accounting Technician Department: Nutritional Science Directs: 0 jtrainek@unc.edu 24

25 Seeing the Employee s Profile William Trainwell Accountant 123 Tar Heel Way Chapel Hill, NC wtrainwell@unc.edu Nutritional Science Joanne Doogletrain Aakash LeTrain, Andrew Trainson James Trainek Employee 25

26 Seeing the Org Chart Joanne Trainberg Manager Department: Nutritional Science Directs: 3 jtrainberg@unc.edu Aakash Le Train Accounting Technician William Trainwell Accountant Andrew Trainson Accountant Department: Nutritional Science Directs: 0 aletrain@unc.edu Department: Nutritional Science Directs: 1 wtrainwell@unc.edu Department: Nutritional Science Directs: 3 atrainson@unc.edu James Trainek Accounting Technician Department: Nutritional Science Directs: 0 jtrainek@unc.edu 26

27 Seeing the Org Chart as a List Joanne Doogletrain Manager Nutritional Science jdoogletrain@unc.edu_unc_unc Akash LeTrain Accounting Technician Nutritional Science aletrain@unc.edu_unc_unc William Trainwell Accountant Nutritional Science wtrainwell@unc.edu_unc_unc James Trainek Accounting Technician Nutritional Science jtrainek@unc.edu_unc_unc Andrew Trainson Manager Nutritional Science atrainson@unc.edu_unc_unc 27

28 Exporting the Org Chart to Excel 28

29 Exporting the Org Chart to Visio 29

30 Joanne Trainberg Manager Department: Nutritional Science Directs: 3 jtrainberg@unc.edu Aakash Le Train Accounting Technician Andrew Trainson Accountant William Trainwell Accountant Department: Nutritional Science Directs: 0 aletrain@unc.edu Department: Nutritional Science Directs: 3 atrainson@unc.edu Department: Nutritional Science Directs: 1 wtrainwell@unc.edu Sunny Trainlett Accounting Technician Lorraine Trainova Accounting Technician Nur Von Train Accounting Technician Department: Nutritional Science Directs: 0 Sunny_trainlett@unc.edu Department: Nutritional Science Directs: 0 ltrainova@unc.edu Department: Nutritional Science Directs: 0 Nur_vontrain@unc.edu 30

31 Why Reporting Structure Matters If a reporting structure isn t correct, that means: The employee s manager: Can t enter the employee s performance rating. Can t see performance documents and training records for the employee. Doesn t receive notifications when the employee enrolls in or cancels a training session in ConnectCarolina. Doesn t see the employee listed on the Employees tab in InfoPorte. The wrong person: Has access to see the employee s performance rating and training records. Sees the employee listed on the Employees tab in InfoPorte, including bio-demo information! 31

32 Why Reporting Structure Matters If a reporting structure isn t correct, that means: It s possible that an employee may not be seen in the ConnectCarolina Organizational Charts. The Organization display in Microsoft Outlook is incorrect. ConnectCarolina notifies the wrong supervisor when an employee enrolls in or cancels a training session. 32

33 What You Can Do 1. Look over your org charts to be sure they look the way you expect. 2. If they don t, look in the employee s job record for these scenarios: A supervisor who is inactive in ConnectCarolina. The employee is reporting to the supervisor s secondary job. Blank SUPERVISOR_ID and REPORTS_TO fields. The supervisor is in a position, but the SUPERVISOR_ID field is filled in instead of the REPORTS_TO field. The supervisor is a temporary employee. The REPORTS_TO field is a position: With more than one incumbent, or That is inactive, or That is a temporary position. The employee and supervisor relationship is caught in a loop (that is, the employee reports to the supervisor and the supervisor reports to the employee). 33

34 What You Can Do 3. Make changes in ConnectCarolina by submitting the correct epar: Use the Add/Update Position epar to change the REPORTS_TO field (if the supervisor is in a position) Use Edit Existing Job epar to change the SUPERVISOR_ID (if the supervisor doesn t have a position) Note: You may have to submit more than one epar based on your scenario, refer to the Working with Org Charts and Reporting Structures mini-guide on CCinfo.unc.edu for more information or new Help sections in ConnectCarolina. 4. After the epar has executed, check your org charts the next day to make sure they look the way you expect. 34

35 Funding Information Link Q&A Megan Keefe Team Lead, HRIM

36 Job Data Funding Link 36

37 Job Data Funding Link 37

38 Most Lunches Megan Keefe Team Lead, HRIM

39 Most Lunches Sponsored by ITS / VCWSEE / Finance to celebrate the users with the Most HR / Payroll Most lunches Most actions originated by type of user (successfully executed epars) Approvals by approver category (successfully executed epars) 39

40 Most Lunch for HR Representatives Themes from feedback Improving access to information epar functionality process improvements Eliminate system limitations / issues Easiest epar: Status Change Hardest epar: Fund Swap 40

41 Most Lunch for HR Representatives Improving access to information Attachments Affiliates with multiple affiliations Time Limited, Leave of Absence & Temps nearing 31 day break Salary information across jobs for multiple job employees Employees who are about to fall off payroll Action/Reason guidelines 41

42 Most Lunch for HR Representatives epar functionality process improvements Fewer clicks to initiate multiple epars of the same type epar search improvements Hold button for Lump Sum Ability to remove compensation on Edit Existing Job epar Ability to initiate an to an approver from the workflow visualizer Way to send push reminder for slow approvers 42

43 Most Lunch for HR Representatives Eliminate system limitations / issues PAAT issue with the ONYEN when approvers are reviewing transactions SHRA position descriptions missing from the system WorkStudy salary ranges are not being maintained in ConnectCarolina Hire form make them choose Reg/Temp instead of defaulting it Feed of secondary job student actions to TIM TIM time entry for students with multiple jobs epar issue with backing comp out on Position 43

44 Performance Management Tyler Enlow EMR Consultant

45 Performance Management Cycle SHRA Performance Management Cycle o Duration: April 1, 2017-March 31, 2018 o Supervisor expectations: Complete paper Appraisal and Competency Assessment forms Meet with employee to discuss annual appraisal (*must be employed at least 6 months with the State) Enter overall performance and ECA ratings in ConnectCarolina by April 30, SHRA Performance Management Cycle o Duration: April 1, 2018-March 31, 2019 o Supervisor expectations: Beginning March 2018, create Performance Plan and draft 3-5 Individuals Goals for each employee Meet with and deliver Performance Plan to employee by April 2,

46 Appraisal Data Entry in ConnectCarolina Overall Performance Rating and Overall ECA o Exceeds, Not Meeting, and Meeting Expectations Total score (ie. 2.35) will not be captured o Developing, Applied, Broadly Demonstrated Only the supervisor reflected in ConnectCarolina can enter the ratings No routing or approvals required Employee will be able to see their ratings as soon as the supervisor completes the document 46

47 PM Points of Contact Responsibilities Serves as the departmental subject matter expert for Performance Management Transfer of SHRA Overall Ratings form Supervisor requests form be transferred PM Point of Contact(s) submits a HELP ticket requesting the document be transferred Request for transfer will be reviewed and approved by Sr. Director, E&MR Reports Will be able to run reports for department: Pre and Post review 47

48 Performance Management Pilot SHRA Performance Management Cycle Pilot Program o Performance management system completely online o Pilot program goes LIVE on April 2, 2018 o Participants from 7 different departments/schools (SHRA employees/managers) o System training provided within ConnectCarolina 48

49 Loading Training Records into ConnectCarolina Anita Collins ITS Change Management, Manager

50 You may know that supervisors and employees can see the OHR-delivered training that employees have completed. 50

51 ConnectCarolina now lets you record other types of training as well. 51

52 Training Records in ConnectCarolina Means. Collects an employee s training history in one place. Supervisors and employees can quickly see the training employees have completed. Helps with: tracking compliance training performance reviews skills development 52

53 Three Ways to Get Training Records In 1 Low volume Type training records in directly. 2 Medium to high volume Upload the records from a spreadsheet. 3 Very high volume Ask your technical team members to work with our technical team to automate (or partially automate) the upload. 53

54 About the Training Is required for access to type in or upload training records. Consists of: One day of hands-on training AND a half day session with a business analyst to work together on your first real upload. All training is required, even if you plan to only type in training records. (That s because you ll have access to all of the options.) Is scheduled on demand (although if there s enough interest, we will schedule a series of sessions). 54

55 Best Practices / Requesting Access Recommended: Always have at 2 people from your area (Primary plus Backup) who have been trained and know the process Interested? Submit a help request to the Learning Management queue and we ll be in touch with you to set up the training. 55

56 Hot off the Press Ann Sager HR Business Analyst

57 Hot off the Press You asked we deliver Infoporte new link in HR WorkCenter 57

58 Questions? 58