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Date: December 1, 2005
To: All Employees
From: Annette Parker and John Weis
Subject: 1College Project: Electronic Pay Advices, Employee Self-Service, and Time Clock Plus
With the conversion to the new Banner HR/Payroll system a little more than 1 month away, this memo will focus on three payroll administration enhancements that will begin in January 2006. Highlights of these important changes that will take place in the coming months are described below:
Electronic Pay Advices
Beginning on January 1, if you are paid through direct deposit and have a Dickinson College email account you will receive notice of your pay (pay advice) electronically instead of receiving the traditional paper advice. Also, a printable, downloadable file will be available for your records. If you do not have a Dickinson email account, you will continue to receive your notice through campus mail. This change will result in improved efficiencies with payroll processing and decreased printing costs. We also believe it will enhance overall convenience.
As an employee, you will notice the pay advice in your email Inbox no later than the actual pay date. To make this enhancement occur, information about your bank account has been transferred from the old system into the Banner HR/Payroll system. The process has been tested on several occasions by the project team. However, we ask that you please assist in this process by checking your bank statement in January to make sure your pay is being electronically deposited accurately. If you encounter any issues, please contact the Payroll department at x1725 (student employees should contact x1544) or payroll@dickinson.edu.
You will be able to obtain your pay advice whether you access your email through Microsoft Outlook or WebMail. Please go to http://1college.dickinson.edu/employee to view directions on obtaining your pay advice using either email system.
Employee Self-Service
Employee Self-Service is a tool within Banner Self-Service that enables College employees to access both personal and employment information online. Employees can view and make changes to their pay information from home or on-campus at any time.
The HR/Payroll team will introduce employees to the features of Self-Service in phases. In January, a pilot group of departments (Phase I) will begin to use Employee Self-Service. A communication will be provided to participating departments in the coming weeks, including information regarding system access, training, policies, and procedures.
Following is a list of the remaining phases and the associated departments which will participate in each of the phases:
- Phase I: Career Center, Dining Services, Financial Operations, HR Services, Payroll, and Public Safety.
- Phase II: Admissions, Library, Infrastructure Systems, Institutional Systems, Academic Technology, and User Services.
- Phase III: Academic Departments and Academic Affairs.
- Phase IV: Campus Operations and Student Life.
- Phase V: Development, College Relations, Financial Aid, and President’s Office.
Some of the highlights of Employee Self-Service include:
- Entering, approving, and transmitting pay hours via the web (information about this process will be communicated to all employees and supervisors in the coming weeks).
- Viewing pay information (e.g., pay stubs, direct deposit information, and earnings history).
- Viewing benefits and deductions (e.g., retirement and insurance along with beneficiary information).
- Viewing vacation and sick leave balances.
- Updating benefit selections through the open enrollment option.
We anticipate the rollout of Employee Self-Service to the entire campus community to be complete by summer 2006.
TimeClock Plus
TimeClock Plus is a time keeping system that will be used in departments that have hourly employees who report hours with little or no access to a computer. Dining Services began using the system in August 2005. Departments that will be using TimeClock Plus will receive detailed communications about the implementation process and employees will receive hands-on training prior to implementation.
Please visit the HR Services web page (www.dickinson.edu/hrservices) and the 1College web page (http://1college.dickinson.edu/) for further updates and information regarding these enhanced services. We welcome your feedback regarding any of the upcoming changes. Please direct your comments or concerns to hrservices@dickinson.edu or call our team at Ext 1503.
