Web Leave System Enhancements

1. Web Leave System Enhancements www.ncsu.edu/human_resources/benefits/

2. Web Leave System Enhancements • Why are changes being made to the Web Leave System? • Clean up bad data • Employees earning leave incorrectly • Employees earning leave who should not be earning leave • Make leave administrator’s job easier • No more manual calculation required to determine how much an EPA employee or Post Doc should earn • No more inflating accrual rates to make sure the employee earns correctly each month • Better handling of multiple jobs • Allows cleaner record-keeping and improved reporting and audit tools for when changes occur in the system. www.ncsu.edu/human_resources/benefits/

3. Web Leave System Enhancements • New functionality automatically adds EPA employees to the Web Leave System, enters annual/sick leave accruals and calculates pro-rated accrual rates if the FTE is less than 1.0. • Historically, this was a manual process whereby the leave administrator had to enter EPA employee data and accrual rates, and calculate pro-rated accruals if the FTE was less than 1.0. • Adding EPA employees will now mirror the process for adding SPA employees. • Leave administrators will retain the ability to edit accruals if necessary. www.ncsu.edu/human_resources/benefits/

4. Web Leave System Enhancements • Multiple Jobs/Split FTE Handling • System will automatically combine multiple jobs (split FTE) data to calculate the correct accrual rate. • Leave Administration Unit will run periodic reports to ensure proactive communication with departments who have split FTE employees. • Automatic Continuation of Leave Accruals • Workers’ Compensation: leave administrators will no longer be required to enter leave for employees who are on worker’s comp. The system will automatically continue to post accruals. • Military Leave: leave administrators will no longer be required to enter leave for employees who are on and/or return from military leave. The system will automatically continue to post accruals while an employee is out on military leave. www.ncsu.edu/human_resources/benefits/

5. Web Leave System Enhancements • How are we preparing for the enhancements? • On-going testing of the enhancements to make sure we have covered all potential eligibility scenarios. • Identifying EPA employees that are accruing annual leave at a rate above the standard 16 hours. • Grandfathered EPA employees who earn 17:20 per month • Leave Administration Unit will make necessary adjustments to ensure their accruals remain the same. • Developing a training module for web leave administrators. • Updating the Web Leave website to include FAQ’s, manuals for employees, supervisors and leave administrators. www.ncsu.edu/human_resources/benefits/

6. Web Leave System Enhancements • What is the timing of roll-out to campus? • November 16, 2011 • Selected group of leave administrators test enhancements • Go-live date to be determined • After testing and troubleshooting • Updated manual for leave administrators will be made available • January, 2012 • Training classes on enhancements and overall web leave operation www.ncsu.edu/human_resources/benefits/

7. Web Leave System Enhancements • How can leave administrators help now? • Identify employees who remain in the web leave system, but no longer earn leave • Terminated • Retired • Deceased • No longer eligible to earn leave, etc. • Document your leave scenarios that might be out of the ordinary • For example, a 9-month faculty member in receipt of an administrative pay supplement, who is also earning leave • Identify those currently in a split FTE situation. • Zero out balances for employees who no longer earn leave (instructions will be provided) www.ncsu.edu/human_resources/benefits/

8. Web Leave System Enhancements • How can leave administrators help in the future? • Maintain accurate leave records • Keep records up to date • On a timely basis, zero out balances for those who are not eligible to earn leave • Quarterly audit process will be implemented by Leave Administration Unit • Look at non-leave earning employees who are still in the web-leave system • Consequences for non-compliance www.ncsu.edu/human_resources/benefits/

9. Web Leave System Enhancements • More enhancements are on the horizon! • PeopleSoft v. 9.1 upgrade coming in 2012 • New employee classification and system action codes will boost web leave system accuracy and efficiencies www.ncsu.edu/human_resources/benefits/

10. On another note…Comp Time • The maximum amount of compensatory (comp) time allowed is 240 hours. • Currently, when an employee attempts to enter more than 240 comp time hours, the web leave system shows a warning message that the maximum has been met. • Comp time hours in excess of 240 must be paid out. • In the future, a reminder note regarding the pay-out of excess comp time hours will be added to the warning message. www.ncsu.edu/human_resources/benefits/

11. Questions? University Leave Administrator Michael McFarland, 513-0106 Michael_McFarland@ncsu.edu Program Coordinator Kawona Johnson 515-4272 Kawona_Johnson @ncsu.edu HR Consultant Shauna Stackhouse, 515-4317 Shauna_Stackhouse @ncsu.edu www.ncsu.edu/human_resources/benefits/