UAccess Employee (HR System)

General information about UAccess Employee our new (HR) System and how it will be used at the University of Arizona. 

 
               Goes Live In:

Labor Distribution Expense Transfer

Important Go Live Dates

The UAccess Employee system was implemented, "Went Live" on September 28, covering the pay period of September 21 through October 4, 2009. Here are just some of the important dates related to the system launch:

♦ Monday September 21 - Employee link is no longer be available for updates to: New Hire Benefits Enrollment, Direct Deposit Banking Information, Personal Information, and Tax Form Changes. Employee Link is available for viewing historical data (e.g., past paystubs, W2 forms, etc).

♦ Wednesday September 23 - was last day for entering transactions into PSOS (PSOS is available for viewing historical data). Information from the pay period ending September 20, 2009 is available in UIS and IIW. This is the last payroll information transmitted to UIS and IIW. All future payroll information will be available in the new data warehouse accessible through UAccess Analytics.

♦ Monday September 28 -  was the first day for entering transactions into UAccess Employee.  

♦ Friday October 2 - was the routine payroll deadline for entering transactions

♦ Friday October 9 - the first payday generated by UAccess Employee

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How Do I Find UAccess Employee? 

UAccess Employee is located on the new UAccess Portal at http://UAccess.arizona.edu.

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Support During Go Live and Beyond

The goal of the Mosaic Project team is to make our transition to the new UAccess Employee system as smooth as possible.  During the Go Live period, Time Coordinators and Time Approvers will most likely be the first point of contact when employees encounter problems.

The 24/7 IT Support Desk will be available 24/7 to assist employees with problems or questions. The 24/7 IT Support Staff will have received training and will be able to assist employees with technical questions as well as frequently asked questions.  Everyone can call 24/7 at (520) 626-8324 for assistance.    A support plan is in place to address the needs of all employees.

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Employee Link Locked on September 21!

On September 28, UAccess Employee replaced Employee Link. You will use UAccess Employee at http://uaccess.arizona.edu for Manager Self Service and Employee Self Service.

As of Monday, September 21, Employee link was no longer be available for updates to:

♦  New Hire Benefits Enrollment
♦  Direct Deposit Banking Information
♦  Personal Information
♦  Tax Form Changes

These types of updates can now be made in the new UAccess Employee (http://uaccess.arizona.edu/) system. 

Employee Link continues to be available after September 28th for the UA Cares campaign and Faculty voting.  All other aspects of Employee Link will continue in view only.  Previous paystubs, Form W-2s, and Form 1042s will continue to be available for print.

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Access Provisioning for Business Intelligence

UAccess Analytics, our new Business Intelligence analytics and reporting tool (Http://analytics.uaccess.arizona.edu), is now available, but limited to HR data and UIS tables.

While we encourage people to explore UAccess Analytics, we also want to point out that the BI team is still building, modifying and populating the environment.

There are three levels of sensitive data access: Low, Medium, and High.

♦  Low: All people who have taken OBIEE training will be given low security access  to view aggregated organizational information and headcounts (dashboards and reports only).

♦  Medium: All people who have taken OBIEE training, currently have access to PSOS tables in UIS, and are still in the same department as when they applied for UIS access will be given automatic medium security access (HR dashboard & Answers and all HR tables excluding benefits, deductions and garnishments).

♦  High: All people requiring high security HR access need to reapply regardless of their current security clearance. They will receive access to OBIEE and all HR tables including highly sensitive information such as benefits, deductions, and garnishments.

Access Request: 

All others have to have their supervisor request HR access through the UAccess electronic request form at https://eds.arizona.edu/uaccess_request/ or make the request to the BI team as long as the supervisor confirms the need for access by email.

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Important Changes that May Affect You:

Time Reporting

With the introduction of the UAccess Employee system, many employees will begin using a new automated time reporting system.  Some areas such as Residential Life, Facilities Management, Student Union, Rec Center, Library and Facilities Design and Construction will continue using existing automated timekeeping systems that will interface with the UAccess Employee system.

Time Reporting: A new time reporting system will be in place with the implementation of the UAccess Employee system. Employees will report time based on their Fair Labor Standards Act (FLSA) status.

There are two categories of employees: nonexempt and exempt.

♦  Nonexempt employees are eligible to earn overtime and are considered "positive time reporters" (e.g., students, part-time employees, full-time nonexempt employees) and will enter their daily hours on-line.

♦  Exempt employees are not eligible for overtime and are considered "exception time reporters" (e.g., graduate students, full-time and part-time faculty, full-time appointed personnel, full-time exempt classified staff) and will report only non-work time such as vacation or sick leave hours used. Exempt employees who do not have exception time to report in a pay period will not need to enter the timekeeping system unless a "presence at work" confirmation is required by their department.

One major difference with this new system, besides being automated, is that nonexempt employees(positive time reporters) must enter their time to be paid. If time is not entered for the pay period, pay will not be processed.

Pay day schedules will not change as a result of this new system but the paycheck format will change.  To learn about the new format and content go to "View paystub"

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Do You Know What is Expected of You?

If you are a Time Reporter (Employee):

1. Know if you are an Exception or Positive pay reporter
2. Sign up for a net id / password if you don't have one
3. Register your official UA email address in Employee Link
4. Review the HR FAQs for information on the Mosaic website (http://mosaic.arizona.edu/)
5. Complete Time Reporter online training and assessment
6. Attend the UAccess Employee Time Reporter Workshop.
7. Know what additional role(s) (e.g., Time Coordinator, Time Approver), may apply to you

If you are a Time Approver (Supervisor & Dept Approver):

1. You have been designated as a time approver which means you will review and approve time reported for a select group of employees.   In this capacity, you play a crucial role in the University's process to deliver a payroll every two weeks.   Your timely review of time records ensures that positive time reporters will be paid.

2. It is recommend that you plan to take the following actions in the next few days:

   • Review the list of employees whose time records you will approve and ensure they know how to report their time.
   • Review the Time Approver training. There is now a "quick start" version of the Time Approver tutorial, called Time Approver Bare Essentials (Supervisor). The new version is located on the Time Approver tutorial (Launch UAccess Employee Online Tutorials) and can be selected by choosing the role: Time Approver Bare Essentials (Supervisor).
   • Know the resources for assistance which includes the time coordinator(s) in your department and the services of the 24/7 IT Support Center (the247.arizona.edu or 626-8324) which will be available around the clock. Complete FLSA training (http://www.hr.arizona.edu/04_cb/comp/flsa/tutorial/)
3. Review your department business practices
4. Share new department business practices with your employees
5. Complete UAccess Analytics training

If you are a Time Coordinator (Payroll Rep):

1. As a time coordinator you play a significant part in the success of this new system.  Your role is to ensure that:

   • all positive time reporters have completed time sheets. Time must be reported and approved in order for positive time reporters to receive pay.
   • approvers approve all time sheets.
   • all exceptions are verified and accepted.
   • all employees understand departmental guidelines and timelines.
   • all published University timelines are met.

    

2. Complete FLSA training 
3. Complete Time Coordinator online training and assessment or attend a workshop training class.
4. Review your department business practices
5. Adjust business practices to meet the new system setup and deadlines
6. Share new department business practices with your employees
7. Complete a PeopleSoft Security form - http://uabis.arizona.edu/eforms/#U
8. Complete UAccess Analytic training
9. Complete the Position Cross Reference tutorial
10. Review the new payroll processing calendar

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Changes In How Pay Is Calculated

Employees may see some changes in their net pay with the first paycheck in the new system.  Benefit eligible employees who are enrolled in the benefit programs at The University may see a change in their paycheck net pay because some premium amounts have changed.  Other changes that may impact net pay include:

Federal Tax Calculation: Currently in PSOS, the federal tax withholding is calculated using the Biweekly Payroll Period table from IRS Publication 15.  With the implementation of UAccess Employee, the federal tax withholding will be calculated using the Annual Period table from IRS Publication 15T.  As a result you may see a difference of several cents in your federal income tax withholding in your paycheck.  You may also see your State Tax withholding slightly different as the calculation is a based off of your federal tax withholding. The net result of taxation using either table is the same at year end; the appropriate amount of taxation is withheld based on the amount of income earned.

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Prior pay or supplemental wages*: In UAccess Employee, federal and state taxes will be calculated using the "Aggregate Method" for earnings paid from a prior pay period and/or for supplemental wages.  The aggregate method adds all the payments and applies the tax on total earnings. This may result in higher federal and state income taxes being deducted from these payments.
*" Supplemental wages are compensation paid in addition to an employee's regular wages. They include, but are not limited to, bonuses, commissions, overtime pay, payments for accumulated sick leave, severance pay, awards, prizes, back pay, retroactive pay increases, and payments for nondeductible moving expenses. Other payments subject to the supplemental wage rules include taxable fringe benefits and expense allowances paid under a non accountable plan." IRS Publication 15.

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Overtime Compensation Calculations for Multiple Pay Rates In a Work Week:    When a non-exempt employee (positive pay reporter) works in multiple jobs with different rates of pay in one work week, and works more than 40 hours in one work week the overtime compensation (premium pay) is calculated using  the "blended rate" method provided for under the Fair Labor Standards Act (FLSA).  The employee's hourly rate for that work week is a weighted average of the two jobs and their respective pay rates. Multiply the hours worked in each job by that job's pay rate. Sum the total earnings for all jobs, and then divide the total earnings by the total hours worked in the work week. Use this new "blended rate" to calculate the overtime earnings.

Rounding:   When calculating pay, the new UAccess Employee system carries out to six digits after the decimal before rounding back to dollars and cents (two digits). PSOS carries out calculations to five digits. This change in calculation may result in a few cents of difference in pay or any part of pay, i.e., deductions or taxes.

If you have questions about the new UAccess Employee system, your pay or information on your paystub, please contact the 24/7 IT Support Center at 520-626-8324 or via email at The247.arizona.edu.

Paycheck View Changes:  The new pay stub will reflect contributions to benefit programs made on behalf of the employee by the University including medical, dental and basic life insurance, retirement, long term disability, retiree sick leave program (RASL), worker's compensation and liability insurance. View paystub

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Business Practice Changes:

Compensatory Time: Once compensatory time has been recorded and reflected on the employee’s paycheck advice, the employee may request to use that time through the department’s regular processes for use of paid time off.

Salary-Based Voluntary Benefits: Salary-based voluntary benefits, such as, supplemental life insurance and short term disability, will be based only on "primary job" earnings (does not include earnings for sporadic and occasional jobs, such as supplemental comp, specific events, or on-call positions)

Flexible Spending: The flexible spending account annual pledge is wil be managed by the system as a self-adjusting declining balance. The system will evaluate how much has been pledged, how much has been contributed YTD, the number of eligible paychecks in the calendar year, and then calculate the biweekly deduction amount.

Read about IMPORTANT Changes in Benefits and Payroll Policies and Practices Affecting Employees on the Human Resources website.

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Internet Browser Use with UAccess Employee

The browsers listed below are the PeopleSoft certified browsers that will work with the UAccess Employee system. Earlier or later versions may work, however, individuals with issues connecting, logging into UAccess Employee, or UAccess Employee not working properly should first check what operating system and browser they are using. Please contact 24/7 IT Support Center at (520) 626-8324 if you need assistance.

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Employee ID (PSOS EID) and Student ID (SIS SID) Being Replaced

The Employee ID (PSOS EID) and Student ID (SIS SID) are being replaced by a new common identifier, the PeopleSoft EmplID. This change will take effect on September 28, 2009 as we go live on the new HR System, UAccess Employee. All students and staff will have the same type of common identifier, the EmplID.

Why is it called EmplID? The EmplID is the PeopleSoft system name for the common identifier. In keeping with our mission of a "vanilla" implementation and adapting to the new system, the common identifier will remain the EmplID.

The new EmplID will affect the individual and the systems that either deliver services or combine some data based on the EID or SID identifiers. The EmplID is eight digits long, eliminating any confusion with the nine-digit Social Security Number or the existing EID.

Four segments of the university community are affected by this change:

1. Employees
2. Employees who are also students
3. Continuing Students
4. Former Students

EmplIDs will be assigned automatically. Employees may access this number at http://newid.arizona.edu/, a UANetID-protected website. The EmplID is assigned according to the following criteria:

Employees:

1.  Employees who have a student record with the S based SID will have their EmplID set to that SID. For example, the SID S08622550 will drop the S and become EmplID 08622550.

2. Employees who have a student record with the SSN-style SID will have their EmplID set to their EID 178009224, minus one middle 0. For example, the SSN-style SID 651120022 will become EmplID 17809224.

3. Employees without student records will have new EmplIDs set to their EID, minus one middle 0. For example, their EID 122004478 will become EmplID 12204478.

Students

4. Student EmplIDs will be a student's existing S based SIS SID with the S removed (e.g, the S02021143  will become EmplID 02021143).

5. All students, past and present, with SSN-style SIDs (411284578) will have their EmplIDs set to their file number (also known as the "Matric" or "Matriculation" number). For example, the "Matric" number S01975092  will become EmplID 01975092. This is the same format as the current S number in SIS.

New EmplID Examples

Identifier for Employee Benefits (Eligibility, Enrollment, Coverage ID cards, etc.)

Presently, the existing nine-digit EID is used to identify a University of Arizona benefits eligible employee to the Arizona Department of Administration (ADOA ). Due to time and budget constraints for the foreseeable future, the ADOA will not be able to accommodate the changes we are making in our identification system.  

To ensure consistent benefits eligibility and coverage records between the University and ADOA, the University has created and will manage an ADOA-specific benefits identifier until the ADOA can accommodate the changes in our identification system. (For existing employees this number will be the same as their current EID.)  This number is available to all employees via http://newid.arizona.edu/, a NetID-protected website, so that they can have access to it whenever they need it.

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Mosaic Training (UITS Training and Workshops)

UAccess Analytics (Business Intelligence) -- End-User

1. Advanced Reports and Dashboards
2. Basic Reports and Dashboards
3. Basic Reports and Dashboards for UAccess Employee

UAccess Employee (Human Resources) -- End-User

1. Online Tutorials (Direct Link)  

Demonstrations

UAccess Employee (Human Resources) -- Implementation

1. Labor Distribution Expense Transfer & Position Funding Demonstration
2. Payment and Adjustment Request Process?? Demonstration

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Videos:  

1. Episode Two: Intro to Wilbur's Timesheet (a Positive Time Reporter) http://screenr.com/GC7
2. Episode Three: Filling out Wilbur's Timesheet http://screenr.com/go7 
3. Episode Four: Setting User Preferences http://screenr.com/Mo7
4. Episode Five: Approving Time (part one) http://screenr.com/U17
5. Episode Six: Filling out Wilma's Timesheet (an Exception Time Reporter)http://screenr.com/rC7
6. Episode Seven: Wilbur's Paycheck http://screenr.com/Co7

New Analytics Videos:

1. Time & Labor Dashboard:http://screenr.com/yHH
2. Intro to the Business Manager Home Page:http://screenr.com/iTH

New Employee Videos:

1. Time Approver Day One To-Do List:http://screenr.com/asH
2. Reporting Presence at Work:http://screenr.com/HNH
3. Reporting Time as an Exception Time Reporter: http://screenr.com/ANH

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Resources:

Mosaic newsletters:  http://mosaic.arizona.edu/esrp_news.

Frequently Asked Questions:  http://mosaic.arizona.edu/project_faqs.

Workshops and Training:  http://uits.arizona.edu/workshops

UAccess Employee (Human Resources) Online Tutorials:  https://upktraining.uits.arizona.edu/odstrack/content/employee/toc.html> (Log in with Netid and password)

Mosaic Community: http://mosaic.community.arizona.edu/

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