The implementation of the new PeopleSoft Human Resources system means there will be certain changes to the current payroll system. The University is upgrading from a mainframe Human Resources system to a state-of-the-art web-based application. When the system goes live at the end of 2011, employees will see changes and some improvements:
New Pay Advice
The new pay advice (pay slip) will provide each employee with additional information when they are paid. With the current pay slip, an employee receives only basic information, including current and total year-to-date earnings, vacation pay, taxes, and bank information.
The new pay slip will provide a comprehensive report of an employee’s activities processed through payroll. Information regarding taxes, including Canadian Income Tax (CIT), Canada Pension Plan (CPP) and Employment Insurance (EI) will not change, but other breakdowns will be much more detailed, including:
These changes to the pay slip will allow employees to understand their earnings, benefits, and taxes upon every pay.To see an image of the new pay slip with an explanation of its components, please see:
Watch the Date When Processing Data
The use of effective dates in processing HR data is one of the most significant and important changes coming to the Human Resources system. This is important, for example, when adding a new hire or when any given contract is ending (for instance, HR PeopleSoft automatically takes action such as issuing Records of Employment, payouts or cancelling email based on the effective termination date of the appointment).
PeopleSoft bases all processes on the effective date of an actual transaction or change in status. Changes, adjustments or renewals will need to be communicated to Human Resources before the effective date of the termination of an appointment, and not retroactively.
Recording the Effective Date of Termination:
In the current system, we report an employee’s last day of work, and this will change. In the new PeopleSoft system, the date to be recorded will be the first day they are no longer working -- it refers to employment status, which would change from “employed” on their last day to “terminated” on the first day they are no longer employed by Queen’s.
For example, if the employee’s last day of work is February 19th, their status changes to terminated on February 20th, which is the date that should be reported in PeopleSoft.
This change is important to ensure accurate final payments to employees upon conclusion of their employment: reporting the termination date as their last day of work (as we have in the past) means the system would consider their status terminated on that date and therefore would not generate a payment for their last day of work.
Pay While on Leave
A benefit of the new PeopleSoft Human Resources system includes a change in the way pay is distributed to employees who go on leave. It is important to note that the current pay frequency at Queen’s is not changing; both bi-weekly and monthly frequencies continue on the same schedule.
In the current system, some employees who go on a paidleave of absence may experience a change in their pay frequency associated with their leave. For example, an employee paid bi-weekly who goes on maternity leave has their pay frequency changed to monthly until they return to work. This will no longer be the case in the PeopleSoft system: there will be no change in the pay cycle. An employee who goes on a paid leave will be paid at the same time and frequency as they would if they were still working. This means there will be less of an impact for an employee going on leave.
Please note that those who are on leave at the time of the change to the new system will have their pay frequency return to how it was before they went on leave.
These are all changes that will affect Queen’s employees after the switch to the PeopleSoft system. If you have any questions, please explore other information on this web site or contact the project team office at email@example.com