Announcements

PeopleSoft Announcement -- Conversion of the HR/PR System

As we have moved toward changing the existing HR/PR system, the final decision has been made to begin the conversion of the HR/PR system over this week to PeopleSoft.  In order to ensure that we keep you apprised as to how that impacts your role as one of our key partners in managing our HR/PR data, we are forwarding you a status update on the system conversion: 

Status:

--On Tuesday night, the process began with conversion of the data from the existing system over to PeopleSoft.  We have tested this quite a number of times in the past and have reached a point where we are ready to do this now in order to generate the first paychecks out of PeopleSoft beginning with those payrolls that run next week (i.e., NYUHC weekly and NYUSM bi-weekly payrolls.).  The first stage of this conversion was to validate all of the data that has been converted to ensure it’s been moved accurately and consistently with the way in which PS will work.  That has been done.  We have now moved past running all the benefit programs to ensure everyone was assigned to the correct benefit plans and that has been validated.  We are in the final stages of review and checking before we actually start inputting tomorrow any forms that were not input in GEAC as of 8/12 (for SM bi-weekly), 8/22 for Hosp Bi-weekly, or 8/17 for the monthly payroll. 

What Does This Mean to Your Ability to Generate Transactions During This Time?

--The last payroll cycle out of the old HR/PR system was run Tuesday night.  At this point, the entire system is frozen and no further transactions can be input until PS has been completely converted which takes 4 to 5 days of 24/7 effort on the part of the IT, HR and Payroll Staff to complete. 

--You will receive a detailed communication from Payroll regarding when you should begin to enter time on the web based timesheets.  Until you have been notified otherwise, please continue to submit the current paper timesheets on a weekly basis.  For those on the monthly payroll, they will receive their 9/1 paycheck from the old system as scheduled (including the Research Scientists who will be converted to the bi-weekly cycle when they are moved to PeopleSoft).  We will be sending you details on how the conversion of the Scientists will work in relation to the pay cycles shortly. 

CPPs:

--Many of you attended the training on the new forms to be used in the “new world” of PeopleSoft.  We have attached a copy of some of the forms for your easy access as we are currently in the process of arranging the placement of all the forms on the web.  We will notify you where they are when that is finalized in about a week.  If you need to initiate a CPP, you can access the HR Admin Tool but we would ask that, to the extent possible, please hold off printing the CPPs until the new format is available (target the end of next week). 

Changes in Responsibilities concerning CPPs:

HR Transactions will be responsible for the input of all CPPs.  Therefore, the following types of changes that were previously processed by other areas, should now be forwarded to the HR Transactions area for processing once signatory approval is obtained: All account changes (including those for the School) and salary changes previously input by Payroll.  Payroll will continue to be responsible for the calculation of all retro payments.   All CPPs should be sent to HR Transactions at One Park Ave ,16th floor.  Anthony Bruni is the Manager of that area.  The information line in HR Transactions for questions about CPPs or requisitions is 404-3749  

As a reminder, during training, we advised you that any salary change would need to be made based on an hourly rate for both the base and any component of pay (i.e., experience and educational differentials, certification differentials, etc.).  Account changes are based on annual rates.  

TERMINATIONS:

--You should use the attached termination form for employees of NYUSM & NYUHC along with instructions.  It should be emailed to the following email addresses based on whether it’s a termination form for a School or Hospital employee: 

Hospital termination forms should be forwarded to hrnyutransactions@nyumc.org

SOM termination forms should be forwarded to joanne.ortiz@med.nyu.edu SOM HR.

It’s very important that terminations be emailed to the addresses listed above as soon as possible so that they can be processed.  Payroll will no longer be responsible for the processing of terminations as that has been transitioned to HR Transactions with the implementation of PeopleSoft.  A copy of the termination form and the instructions are attached. 

Although you will receive direct information shortly from Payroll, the first paychecks will be issued on the PeopleSoft system as follows:

                        School of Medicine Bi-weekly Payroll Cycle:    Check dated 9/2/2005

                        Hospital Weekly Payroll Cycle:                         Check dated 9/1/2005

                        Hospital Bi-weekly Payroll Cycle:                     Check dated 9/9/2005

                        Monthly Payroll Cycle:                                      Check dated 10/3/2005 (the 1^st falls on the weekend)

Please forward a copy of this email to those within your department who have responsibility for HR and PR transactions.

As a reminder, Payroll will be sending out a reminder shortly with further details about the cycles, timesheets, etc.  We will continue to keep you updated regarding changes and the progress made as we move closer to completing the entire process of changing systems.  Please let us know if you have any questions regarding the topics covered in this email.

Thanks

Nancy