News and Announcements

This is a reminder that tomorrow, Friday, August 21st is the end of the very first live ADP payroll pay period. This pay period applies to employees that are paid bi-weekly (benefitted staff, students and bi-weekly casual labor). Please note the following to help us assure these employee are paid as they should be on Friday, August 28th:

-See the Payroll Deadlines on the Payroll Office web site accessible through the ADP web site from the GSU Home Page.

-All bi-weekly time cards are to be fully completed and approved by the supervisor by 9:00am, Monday, August 24th

-Supervisors should not approve employees time until they have entered all their time on Friday, Aug 21st

-Today we were told by the USG ADP Project Team that the system is now set up to send reminder emails to the supervisors to approve time cards. Supervisors you may receive several emails over the next few days. But do not rely totally on the email notification.

-As employees review their final time card and as supervisors approve look for those missed punches and unexcused absences that will prevent paychecks from being processed.

-Instructions for approving time cards and many other useful tools are located on our ADP web site.

Thank you once again for your attention to this important change.

The following updated Payroll Office forms, schedules and procedures have been updated to the Payroll Office web site. These processes are designed to assist departments in doing business with the Payroll Office in the new ADP environment. Questions should be addressed to the IT Helpdesk for tracking and resolution assignment. So many Payroll Office processes have changed with the converstion to ADP that we will continue to assess operations over the coming months and make procedural adjustments as necessary.

The Payroll Office web site is accessable through the GSU Home Page ADP site or the Faculty and Staff link.

New Forms and/or Procedures Recently added:

Payroll and HR Deadlines through October 31, 2009
Adjustments to previously estimated work and/or leave time
Student Employee Lump Sum Payment Request
Off-Cycle Paycheck Request
Vacation/Sick Time (leave) procedure
Important: Remember this Friday, August 21st is the end of the first live payroll using time collected in eTime. Departments and supervisors should be reviewing bi-weekly paid employees time carefully this week to be sure their time is approved and ready for payment by 9:00AM, Monday August 24th. We strongly suggest bi-weekly employees not wait until the end of the pay period to enter their time.

On Friday you received notification that the ADP eTime and HR/Payroll Systems would go live on Saturday, August 8th. That has been completed by the USG ADP Team and employees are able to begin recording work and leave time in the new production environment of eTime.

The GA Southern ADP Team has spent the weekend validating the converted data. I can tell you that the data that converted is good and we are comfortable moving forward.

However, due to delays at a few of the other campuses (not Ga Southern) leave balances in the ADP eTime system have not been fully converted at the time of this email. The ADP team is continuing to work on leave balance conversion throughout the day today (Sunday). But we (GSU ADP Team) have not validated those balances yet. If you look at your leave balances in eTime and they do not appear correct do not be alarmed.

We (GSU ADP Team) will fully validate converted leave balances over the next few days. Just prior to our Peoplesoft HRMS data base being taken down for conversion last week we extracted all Peoplesoft HRMS leave balances. We have a record of each leave balance in our Peoplesoft system at the point of conversion. If necessary we will be able to manually correct those balances if they do not convert correctly. We do not expect conversion to be a problem but wanted to make you aware of the delay in conversion of leave balances and assure you that we are monitoring to be sure all leave balances are recorded accurately according to our Peoplesoft HRMS system.

Again thank you for your time and patience as we navigate this change in operations. Question and issues should be reported to the IT Helpdesk. Also, be sure to visit the ADP website off the GSU Home Page for further information.

Following much planning, testing and preparation the USG ADP Project Team will bring the ADP project into live production mode beginning Saturday, August 8th. Up until this time all your work in eTime has been to train and test the system. Now it is time to really use the system to record and approve work, vacation and sick leave . What you need to do:

• First: Everyone except part-time faculty and graduate assistants must register for eTime. If you have already registered during parallel testing, you do not need to do so again.
     ADP Portal Link: http://portal.adp.com/public/index.htm
     Link for Instructions: http://jobs.georgiasouthern.edu/ADP/training.htm#tregistration
  
  
• Second: Bi-weekly paid staff, students and casual labor employees must begin recording work and leave time in eTime on Monday, August 10 . eTime will now replace the paper time sheets. Faculty and monthly administrative staff will use eTime to request and record leave.
  
  
• Third: If you have technical or functional problems using eTime, contact the IT Helpdesk helpdesk@georgiasouthern.edu
  

Go To the ADP web site for information on eTime and the ADP project. See link from GSU Home Page.

Working Together We Can Make This System Work for All of Us.

Thank you for your patience and diligence while we all face and work through this change.
-Kim

We have received many IT Helpdesk tickets related to employees receiving errors and/or managers being not able to receive and approve time off (sick/vacation) requests. The USG Project Team and ADP worked out a solution to this error. The solution was applied to our ETime system today. If you continue to encounter issues submitting or approving time off (sick/vacation) requests please submit another ticket to IT Services helpdesk at helpdesk@georgiasouthern.edu.

Hopefully, this issue is now resolved. We are working through the functional and technical issues that have been submitted from across campus. When the problem is an overall set up problem such as this one we will send a GSNEWS announcement.

Thank you from the Georgia Southern ADP Project Team.

This is the second week of our first ADP Payroll Test. Employees recording time and managers reviewing time entry should check their employees time cards in ETime several times a week as we begin this very new process for recording work time.

You should recall from training that a missed punch must be corrected before a manager can approve time. A missed punch is when someone records their beginning work time but fails to clock out when they leave at the end of the day . Our review of time entry last week and thus far this week shows many missed punches from across campus. Most of the missed punches are student employees.

Managers please review your employees time cards today or tomorrow and begin clearing up missed punches. Missed punches are easy to find. A solid red box on a time card indicates a missed punch. Employees with missed punches must go into ETime and record their out work time before the time card can be approved. See revised deadlines for this pay period below

Due Friday, July 10th by Noon: Paper Time Sheets

Due Monday, July 13th by 9:00AM; Managers must have all time cards approved

Additional information about using ETime is located on our ADP Project web site located on the GSU Home Page.

Thanks for you prompt attention to approving time.

Dear Summer Faculty and Administrative Staff,

Attached is a revised Human Resources and Payroll/Leave Schedule for the month of July, 2009. Please review carefully if you are Summer Faculty or Administrative Staff paid monthly.

Important Information Regarding Payroll and Leave Statements in July, 2009:

-All Payroll payments in the month of July, 2009 will be paid from our current Peoplesoft HRMS system.

-This schedule is provided for Summer Faculty and Administrative Staff paid monthly.

-All Faculty and monthly paid employee payroll payments do not require paper time sheets or time entered in ETime.

-The ADP ETime System replaces the current paper Monthly Absence & Leave Statements.

-Parallel ADP Payroll: This means in July the Payroll Office will process duplicate payrolls as follows:
-Actual Payroll payments from Peoplesoft HRMS System.
-PAF dates are critical to receive payroll payment.
-Testing of the ADP System by processing July payrolls and leave accrual as testing scenarios
-Recording leave taken and approving time in ETime is critical to assure we are adequately testing the ADP System. Your participation is critical!

Instructions and additional information about the ADP Project and ETime are located at http://jobs.georgiasouthern.edu/ADP/index.htm

Thank you for time, patience and attention to this very important change in our Human Resources/Payroll System.

Dear Staff and Supervisors of Student Employees,

Attached is a revised Human Resources and Payroll Schedule for the month of July, 2009. Please review carefully if you are paid on a bi-weekly basis and/or you supervise staff and/or student employees paid bi-weekly.

Important Information Regarding Payroll Payments in July, 2009:

-All Payroll payments in the month of July, 2009 will be paid from our current Peoplesoft HRMS system. Paper Time Sheet due dates are critical to receive payroll payments.

-This schedule is provided for staff and student employees who are paid on a bi-weekly basis

-All Faculty and monthly paid employee payroll payments do not require paper time sheets or time entered in ETime. Additional information is forthcoming for Faculty and Monthly paid employees.

-Parallel ADP Payroll: This means in July the Payroll Office will process duplicate payrolls as follows:
-Actual Payroll payments from Peoplesoft HRMS System.
-PAF and paper time sheet due dates are critical to receive payroll payment.
-Testing of the ADP System by processing July payrolls as testing scenarios
-Entering time and approving time in ETime is critical to assure we are adequately testing the ADP System. Your participation is critical!

-Bi-weekly paid staff and student employees must enter time in the ETime System beginning Monday, June 29th. See notes on the attached schedule if you are having problems with ETime.

-Additional instructions will be provided in the next few days for staff and student employees who incurred work hours on Saturday, June 27th and/or Sunday, June 28th. Saturday was the beginning of the current pay period.

Instructions and additional information about the ADP Project and ETime are located at http://jobs.georgiasouthern.edu/ADP/index.htm

Thank you for time, patience and attention to this very important change in our Human Resources/Payroll System.

Thank you for your patience and participation as Georgia Southern transitions to ADP. Your feedback and cooperation have made it possible for the University’s ADP project team to make valuable updates to the ADP application.

Please take note of the following updates to the ADP project timeline:

The ADP application will resume operations beginning Monday morning, June 29th. At this time, we will require that all employees use both methods of recording, approving and submitting time, which includes our current method (PeopleSoft and paper time sheets) and the new ADP method of recording time (ADP e-Time). It is very important that all employees use both systems simultaneously to track and approve time so that we receive reliable test results prior to the full conversion to the ADP system.

Click on the links on the left panel, for more information on the ADP project, ADP training manuals, and FAQ.

Thank you,
The ADP Executive Steering Committee

Thank you for your patience and participation through the transition to ADP. Your feedback and cooperation have made it possible for the Georgia Southern ADP project team to make valuable updates to the ADP application.

Please take note of the following updates to the ADP project timeline:

• Saturday, June 20 – Monday, June 29:  During this time period the entire ADP application (ADP Portal, e-Time, Benefits) will NOT be available.
  This is to allow the ADP project team to update the ADP application in preparation of an additional round of parallel testing.


• Monday, June 29:  The ADP application will resume operations.


• Monday, June 29 – Saturday, August 8:  All employees will use both methods of recording, approving and submitting time, which includes our current method (PeopleSoft and paper time sheets) and the new ADP method of recording time (ADP e-Time). All employees will use both systems simultaneously to ensure that the ADP project team receives reliable test results prior to the full conversion to the ADP system.
  

GSNEWS

Recent last minute changes have been made to the USG ADP Project Implementation Plan, and implementation has been delayed until August 8th.  Parallel testing will continue through the month of June and July. Further information and instructions are forthcoming. 
 
ATTENTION:  Bi-Weekly and  Casual Labor Paper Time Sheets ARE NOT due to the Payroll Office Friday June 5th  for the Pay Period May 30th through June 12th.  You must submit these paper time sheets by noon, on Friday, June 12th for that pay period.  You will not have to estimate time on this time sheet.

A revised patrol schedule will be sent out next week.  We apologize for the late notice and the confusion caused by the frequent changes.

The Controller’s Office

Revised June 2009 Human Resources and Payroll Deadlines

Georgia Southern Offices of Human Resources and Payroll are entering the final implementation stages of the University System ADP Project during the month of June. Another critical aspect of this final stage is conversion of our current HRMS system to the new ADP system. The conversion of human resources and payroll data to the new system will be run by ADP. In order to execute the conversion our current database will be taken down at 11PM on the night of June 19th. Basically, this means that all payrolls and related processes and reports must be completed prior to 11:00PM on June 19th.

The necessity to run parallel payroll processes in June and the requirement to complete all June payroll activity by June 19th has required us to very carefully revise currently published deadlines and to require employees to estimate a significant amount of work and leave time during June. All estimated work and leave time will be used for actual payroll payments and processes in June. Work and leave time reported in Etime will be used to process parallel payrolls and test accuracy of system prior to producing live payrolls. Please see list of scheduled ADP actual payrolls beginning in July, 2009 on GSU’s ADP website (see link below).

Please see the attached revision to June Budget, Human Resources and Payroll deadlines. The revised schedule will be placed on the Payroll Office web site which is accessible via the ADP link on Georgia Southern’s main web page. www.georgiasouthern.edu .

Everyone is encouraged to review this schedule and related cut-off requirements carefully. Consider what changes in individual departmental processes need to be addressed in order to meet these deadlines. Because of shorter processing time in June there is very little room for delay. Payroll for our faculty and staff is critical to all of our operations. Please consider that between June 19th and July 17th the University will not have a system in which to process payroll payments. Meeting these deadlines is the key to receiving payroll payments throughout the month of June.

Thank you for your attention to this and all related ADP Project announcements.

ADP Parallel Payroll Processing Requirements

Georgia Southern Offices of Human Resources and Payroll are entering the final implementation stages of the University System ADP Project during the month of June.  One critical aspect of this final stage is what is known as running parallel payroll processes.  All payroll payments to faculty, staff, student and casual labor employees during the month of June will be paid from our current Peoplesoft HRMS system.  However, we will also run duplicate payroll processes in the ADP system with the goal of assuring the most accurate payments possible when the ADP system is brought into production on June 29th. 

In order for the parallel test to be valid it is critical that all faculty, staff, student and casual labor employees self-register in the ADP system and register for ETime as soon as possible but no later than May 29th.  The very best way for us to prepare accurate payroll payments in July is for the parallel tests in June to be as real and valid as possible. Your participation in parallel testing is critical to producing accurate payroll payments in July.  Please read the following directions carefully:

Beginning Pay Period May 30 through June 12 th:   All hourly paid employees, including bi-weekly staff, student and casual labor employees must begin entering their work and leave time using the Etime System.   Equally important is that Supervisors must review and approve time entered by their employees.  Paper time sheets are required to be submitted to the Payroll Office by the revised deadlines for processing of payments in June. IMPORTANT:  Following this announcement is a related message of revised Human Resources and Payroll Deadlines for the month of June.  Please review both announcements immediately.

Instructions for using ETime have been provided over the past several weeks through training and GSNEWS announcements.  Training instructions and information available for use of ETime are found by following the ADP link located on Georgia Southern’s Home Web Page.  www.georgiasouthern.edu   Click on the ADP Link.

Beginning June 1st:     All monthly paid employees, including staff and faculty are asked to test the ADP leave accrual system by using Etime to request and report annual and/or sick leave during the month of June.   Leave time requested and reported in June will be used to test ADP leave accrual processes.   A paper leave report must also be submitted in June for actual leave reporting.   IMPORTANT:  Following this announcement is a related message of revised Human Resources and Payroll Deadlines for the month of June.  This announcement includes revisions to June’s deadlines for Annual and Sick Leave Statements.   Please review both announcements immediately. 

We regret the short notice of this and the following announcements.  Georgia Southern Human Resources and Payroll staff members are working hard to support you in this system change.  We are reliant upon the University System of Georgia Project Team to provide information necessary to implement this important project.

Do not Miss Your Pay-Check!

The University System of Georgia and the Georgia Southern University ADP Project Team are preparing to begin the final transition to the new ADP Human Resources, Payroll and e-Time, time keeping systems.

As a part of this transition, all Georgia Southern employees are required to register for the new ADP Employee Self-Service Portal.  Georgia Southern  employees will also be able to utilize the new ADP Self-Service Portal to review and update personal information, view paycheck details (advice), sign-up for or change their direct deposit designation, as well as to view their benefits information.

Beginning this Friday, May 22 all employees are required to register for the new ADP Self-Service Portal. Georgia Southern will begin a “Parallel” test of the new ADP application on Tuesday, May 26. Therefore, all employees need to register for Employee Self Service by Tuesday, May 26.

During the “Parallel” test all employees will use their current method of time keeping and additionally begin using the ADP e-Time application to record and approve hours worked. Employees must continue to submit their time on paper time sheets by the posted Payroll deadlines until further notified.  The final cutover to the new ADP applications is scheduled to take place on June 29, 2009.

Given these dates, the Georgia Southern ADP Project Team asks that employees do not delay completing the requirement to register for the new ADP Self-Service Portal. Our ability to properly test and resolve any issues with the new ADP application is dependent upon all employees completing this task as quickly as possible.

In order to complete the registration in the new ADP self-service portal you will need the following information:

1. Your new ADP employee identification number

You can retrieve this new ADP employee identification number by going to the following website address:  https://adminservices.georgiasouthern.edu/adplookup/.  You will need to enter your Eagle Identification number and your last name in the fields provided. Click on the “get your ADP Employee ID” button and your new ADP ID, and your formal name will be listed. Please carefully write this information down and have it available before you start the ADP Self Service registration.  If you do not know your Eagle ID, please use the following link to obtain your Eagle ID:  https://adminservices.georgiasouthern.edu/eagleid/.

2. ADP Self-Service Portal Registration Instructions

Instructions can be obtained at the following link:  http://jobs.georgiasouthern.edu/ADP/training.htm.

3. Computer and Internet Access

All employees will need to access the following site in order to begin their registration in the ADP Self-Service Portal:   www.portal.adp.com.
Additional training materials regarding the ADP, e-Time process are available at http://jobs.georgiasouthern.edu/ADP/training.htm. Additionally, online tutorials are available through the My.GeorgiaSouthern portal, under the GeorgiaView service link.

In addition, an ADP FAQ document can be located via the following link: http://jobs.georgiasouthern.edu/ADP/FAQ.htm.

Should you have any problems with registering for the new ADP Self-Service Portal or the retrieval of your new ADP Employee Identification Number, please contact the ITS Help Desk at 912-478-5429 or the Department of Human Resources at 912-478- 5468.

The Georgia Southern ADP Project Team extends thanks you for your prompt response to this request and appreciates your patience and cooperation during this transition.

Sincerely,

The Georgia Southern ADP Project Team

Georgia Southern University Employees and Retirees,

On July 1, the University System of Georgia colleges and universities will be transitioning to a new payroll Processing and benefits administration service offered through ADP Employer Services. This will affect all employees, faculty, and retirees at Georgia Southern University.

ADP, a leading provider of HR, payroll and benefits administration services, was selected by the University System of Georgia to provide administrative and employee services to streamline its business operations and maximize payroll processing and benefits administration among the various colleges and universities.

The new service will provide secure Internet access to a variety of tools that will enable you to take control of your personal and financial matters, including:

• Time & Attendance: Electronic timesheets that track and report absence/vacation time.
• Payroll: ADP will provide and maintain our HR and Payroll Systems as well as issue payroll payments via direct deposit, pay cards and paper checks (mailed from out of state).
• Benefits: Through ADP, you will be able to manage your benefits and open enrollment information online.

The Human Resources, Payroll and Financial Services staff, from across the University System are currently working on the design and implementation of this new system. As decisions are made that affect our campus community, updates will be provided. Please be sure to read all the ADP communications carefully and to participate in available training.

If you have any question, please contact the Director of Human Resources, Paul Michaud at pmichaud@georgiasouthern.edu or 478-5171.

Direct Deposit letter set to campus on March 10, 2009
A New Way to Serve You!
Information on the Bank Fair