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Queen's University
 

February Dates to Remember

On November 29th, the QUASR Executive Committee announced a delay in the launch of the Human Resources (HR) PeopleSoft system.  A new date has been selected and the QUASR Human Resources /Payroll Team will start the transition to the new Human Resources (HR) PeopleSoft system on February 17th.  The HR department would like to identify the new cut-off dates for entry of student contracts, salary requisitions and new employees through the QBIO and web employee add system.

Please note:  Data entered prior to these cut-off dates will be automatically converted to the new system; after these dates, the data will have to be held and entered manually once the new system becomes available.

Appointment Datasheets — Feb. 10th

The application used to add and update appointment information in the HR system will be shut down at4:30 pm, February 10th, in advance of converting legacy information to the new PeopleSoft system.  If you would like to take advantage of submitting a current employment contract/ data sheet to add or change information for an activity that becomes effective after February 29th (reappointment, leave, etc), the contract/ datasheet must be received by Human Resources no later than February 10th.  Datasheets received after February 10th will have to be held until the new PeopleSoft system becomes available for data entry.

Student Contract System — Feb. 7th (Entry) and Feb. 10th (Approvals)

The Student Contract system will be frozen prior to the QUASR Project's transition weekend.  If you would like to use the current system to enter a contract for the winter semester, the contract must be entered prior to 4:30 pm, February 7th.  Note:  the contract system has been modified to accept only those contracts that start prior to May 1st, 2012.  Contracts starting after April 31st, 2012, will have to be held and entered into the new Contract/Hire system by the department when the new system becomes available after transition weekend.

In order to be copied to the PeopleSoft system, pending contracts in the Student Contract system must be signed by all approvers before 4:30 pm, February 10th.  Unsigned contracts left in the system after February 10th will have to be re-entered into the new Contract/Hire system by the department when it becomes available after transition weekend.

Functionality that allows a contract to be created or modified will be disabled at 4:30pm, February 7th.

The ability to approve contracts will remain until the end of day February 10th.

Inquiry access to contracts in the system will remain in place until December 31, 2012.

Salary Requisition System — Feb. 10th and Feb. 17th

The February cut-off date for the entry of salary requisitions for monthly paid employees is 4:30pm, February 10th.  The cut-off date for the entry of salary requisitions for Bi-weekly paid employees is 4:30pm, February 17th.  At that time, the ability to add and update requisitions will be removed.

Requisitions required after the February 10th or 17th cut-off date will have to be held and entered after the transition to the new PeopleSoft Time & Labour system.

Functionality that allows a requisition to be created or modified will be disabled at 4:30pm, February 17th.

Inquiry access will remain in place until December 31, 2012.

Hiring New Employees — Feb. 10th

In advance of converting information from the legacy HR system to the new PeopleSoft system, the ability to add new employees to the HR system will be removed at 4:30 pm February 10th. Access to QBIO and the employee add functionality associated with the Salary Requisition and Student Contract systems will be disabled at that time.   If a department is paying an employee for the first time for the pay period ending in February, and the employee has not been paid by the University before, the employee must be added to the HR system before the February 10th cut-off date.

If an employee is not added before the cut-off date, the department will have to wait until after transition weekend to enter the hire in the new PeopleSoft system.  The employee will not be available to the Salary Requisition system.

Summary of Important Dates

Feb 7th

  • Last date to enter  student contracts (4:30pm).
  • Last date to modify student contracts (4:30pm).

Feb 10th

  • Deadline for datasheet to be received by HR.
  • Last date to approve student contracts (4:30pm).
  • Last date to add new employees (4:30pm).
  • Last date to add a monthly paid salary requisition (4:30pm).

Feb 17th

  • Last date to add a bi-weekly paid salary requisition (4:30pm)

Feb 18th - 21st

  • Transition to PeopleSoft HR/Payroll system

    Feb 22nd

    • PeopleSoft Time & Labour System available.

    Queen's Human Resources
    Fleming Hall, Stewart-Pollock Wing
    Kingston, Ontario, Canada. K7L 3N6.
    T: 613.533.2070 | F: 613.533.6196
    hradmin@queensu.ca