Tips and Tricks

(6/20/2025)

The Training Services team has updated the 9 and 10 Over 12 Month Appointments knowledge article on the HRMS Instruction site. Changes were made to information under the Transitions Between Appointment Lengths heading to include the following sentence on the 9 Over 12 Month and 10 Over 12 Month categories: "OR you can add step 1 at the start of the new fiscal year in mid-June. In this case, the Short Work Break is shorter and no payroll update is needed as the pay will be correct." Links to the article and HRMS Instruction site are linked below.

9 and 10 Over 12 Month Appointments

HRMS Instruction Site

(4/7/2025)

Upcoming Drop-In Sessions

The Training Services team is hosting another HRMS drop-in session on Wednesday, April 16, at 10 a.m.

• Topic: Entering/Ending Summer Appointments

• 4/7/25 Drop-In Zoom Link

Submit a question ahead of time 

If you'd like to review information from any previous meeting, you can find the recording and more on the HRMS Drop-In Sessions tab of this site. 

(3/10/2025)

Upcoming Drop-In Sessions

The Training Services team is hosting another HRMS drop-in session on Wednesday, March 19, at 10 a.m.

• Topic: Action/Reason Codes

• 3/10/25 Drop-In Zoom Link

Submit a question ahead of time 

Thanks to all who attended the Reporting Center drop-in session last week. If you'd like to review the information, you can find the recording and more on the HRMS Drop-In Sessions tab of this site. 

(3/1/2025)

TOMORROW: Your Unit's HR Reports: Reporting Center Drop-In Session

The Training Services team is hosting their next HRMS drop-in session on Tuesday, March 4, at 10 a.m.

• Topic: Your Unit’s HR Reports: Reporting Center

• 3/1/25 Drop-In Zoom Link

Submit a question ahead of time  

(2/10/2025)

ESST Known Issue

There is a known system issue with ESST absence requests. Hourly employees and employees with varied schedules who have a prior balance might receive an error when requesting ESST time off, "The requested absence is not permitted until you have worked 80 hours." In this case, the employee will need to communicate their request to their manager, and the manager or employee must work with unit absence administrators to enter the absence directly in PeopleSoft. Communication will be shared when the issue is corrected. 

(2/3/2025)

More HRMS Drop-In Sessions Added in 2025

Three new drop-in sessions have been added to the 2025 calendar. In addition to the March 4th meeting, the Training Services team has added the following dates:

• Wednesday, February 19th | 10 - 11 am: Vacation Eligibility/Audits

• Tuesday, March 4th | 10 - 11 am: Your Unit's HR Reports: Reporting Center 

• Wednesday, March 19th | 10 - 11 am: Action/Reason Codes 

• Wednesday, April 16th | 10 - 11 am: Summer Appointments 

If you would like to submit questions about February's topic ahead of time, you can use this link. 

Don't forget to check out the HRMS Drop-In Session page for more information and helpful resources.

(1/21/2025)

March HRMS Drop-In Session: Your Unit's HR Reports: Reporting Center

March's HRMS drop-in session will focus on Reporting Center and using HR data. At this virtual open house, HRMS experts will be on hand to answer your questions and troubleshoot complex situations.

Join the session at any time using this link and stay as long as you like. Open houses will start with a brief demonstration and basic guidelines for those who just want to listen and learn, followed by an open Q&A to answer specific questions. The sessions are hosted by OHR's Training Services, in collaboration with the HR Reporting and Analytics teams.

March 4th, 10 am Zoom

(12/16/2024)

How to Easily Navigate Reporting Center

If you're looking for data and aren't sure where to start, use these tips to make finding information easier.

• Use the search bar: use keywords in the 'Find a report' search bar. This will populate any report that contains data related to your search term.

• Help documents:  each report in Reporting Center has a help document that includes definitions of data, term definitions, and troubleshooting tips. You can access these documents by clicking on the blue 'I' icon next to the report title. This will give you a report summary and hyperlink to the help document. 

• Favorite frequently-used reports: you can easily favorite your frequently-used reports by clicking on the star icon next to the report title. This will add the report to your 'My Reports' tab.

• Check with your team:  check in with your team to see if they have had similar reporting needs in the past. 

There are many Reporting Center resources out there. Here are a few:

Reporting Center QuickStart Guide

Queries, Reports and Analytics

Queries and Reports Glossary

These and many other resources can be found on the HRMS Instruction site.

(11/18/2024)

With the holiday season approaching, the Training Services team would like to remind the OHR community about a few helpful resources for processing time and absences during holidays.

• Tips on Managing Time Reporting: Paid Holidays

• Submitting a Time Off Request for Full or Partial Day Absence

• Edit or Cancel an Absence Request

• University Holiday Calendars

Please reach out to the OHR Contact Center with questions (ohr@umn.edu). 

(10/28/2024)

The Training Services team has updated the following ABSENCE/TIME OFF resources on the HRMS Instruction site. 

• Requesting a Day Off - Employees with No Schedules

• Submitting a Time Off Request for Full or Partial Day Absences 

• Edit or Cancel an Absence Request

• Approving or Cancelling Absence Requests

You can find these articles and more on the HRMS Instruction site.

(9/30/2024)

Earned Sick & Safe Time (ESST) Accruals Max Cap

Employees who began accruing ESST on 1/1/24 at a rate of 2.67 will notice that their accruals now display 0.00. This is due to hitting the max cap of 48 hours per calendar year. Unused hours will roll over into the next calendar year per ESST policy. More information and clarification can be found using the links below.

HRMS Advisory Meeting November 2023

OHR: Earned Sick and Safe Time FAQ

Please reach out to the OHR Contact Center with questions.

(9/16/2024)

Reporting Center Help Documents

If you're working on a Reporting Center query and find you need additional information, or if you've received an error message and are unsure how to resolve it, try clicking the blue 'i' icon next to the report title. A brief summary of the query pops up, along with a link to the report's help document. These documents include definitions of key terms, data refresh schedules, and common errors and their resolutions. 

(8/26/2024)

One Day Payroll Close on Thursday, August 29 

Due to the upcoming Labor Day holiday, there will be a one-day payroll close on Thursday, August 29.

Payroll Services has changed the Payroll Update deadline to 3 p.m. Given the high volume of work at this time of year, Payroll Services has adjusted the deadline to give you more time to review and validate payroll. 

For questions about these updates, please email ohr@umn.edu. 

(7/29/2024)

The Training Services and Workforce Data Management teams invite you to join their rescheduled HRMS drop-in session on Monday, August 5, from 10:00 to 11:00 a.m.

• The session will begin with a presentation on faculty contracts and fall hiring.

• Attendees can submit questions ahead of time.

• Learn more about the drop-in session on the OHR Operations website.

7/29/25 Zoom link

Meeting ID: 93476247324

Passcode: tpB84C

(7/15/2024)

July HRMS Drop-In Session: Faculty Contracts and Fall Hiring

The next HRMS drop-in session will be held on July 23rd, 2024, from 10 am – 11 am. A short presentation will be led by a subject-matter expert followed by time for Q&A. 

If you have questions ahead of time, you can submit them using this Google form. 

The meeting will be recorded and uploaded along with the slide deck to the HRMS Drop-In Sessions tab of this site. 

Join the meeting at any time using this link, and stay as long as you like.

(6/24/2024)

Resource Spotlight: Time Management

With the July 4th holiday fast approaching, the Training Services team would like to highlight the Tips on Managing Time Reporting: Paid Holidays article on the HRMS Instruction Site. The article covers holiday pay situations by employee type and provides examples of how to pay employees with non-standard schedules. 

The second article, Requesting Time Off - Employees with No Schedules, has been updated to help clarify ESST entry for employees without a set work schedule.

These articles and more can be found on the HRMS Instruction Site.

In addition to these changes, the Training Services team has updated the Death of an Employee information hosted on the HR site.

(5/21/2024)

PeopleSoft Upgrade Set for Weekend of June 8

On Saturday, June 8, and Sunday, June 9, University IT plans to update the PeopleSoft development platform, PeopleTools, to version 8.60. 

• MyU and PeopleSoft applications, and some applications that depend on them, will be unavailable while the update is in progress. 

• This upgrade helps our PeopleSoft systems remain stable and secure, and ensures we retain Oracle support. 

• Please make note of this outage and plan accordingly.

(4/1/2024)

April HRMS Drop-In Session: ESST Deep Dive

The next HRMS drop-in session will take place on April 16th, 2024, from 10 am – 11 am.

Based on the volume of feedback received from HR administrators and end-users, April's drop-in session will consist of a deeper dive into ESST, including recent updates to data entry, available reporting, and other common questions. There will be a short presentation led by a subject-matter expert followed by time for Q&A. 

If you have questions ahead of time, you can submit them using this Google form.

The meeting will be recorded and uploaded along with the slide deck to the HRMS Drop-In Sessions tab of this site. 

Join the meeting at any time using this link, and stay as long as you like.

(3/18/2024)

Hourly Employees and ESST Absence Events

Hourly employees who request time off will see a '0' hour duration in their absence event. The time will process when the Wednesday payroll job runs. Units can see these hours reflected on the Payable Time tab of an employee's timesheet.

This is not an error, but is related to their work schedule in PeopleSoft. When hourly employees, who have no schedule (aka NOSCHED), request time off, the duration on the request will always show 0. Going to the Absence Event page shows the actual hours the employee requested. Previously, there has only been a small group of hourly employees who were able to take sick time, but with ESST there's a much bigger population of people running into the same timesheet/absence issue. It's recommended that units review their payroll pre-confirmation report to make sure everything looks correct.

(2/26/2024)

Faculty Emeriti

With the upcoming changes to the Email for Life policy and the streamlining of the Faculty Emeriti entry process, the Workforce Data Management and Training Services teams have updated the Retiring Emeriti Faculty article on the HRMS Instruction Website.

When a faculty member retires and is designated as Emeriti, in order to continue to receive lifetime access to University email and other privileges, the tenure status field on the Tenure Data tab in PeopleSoft must be updated. Emeriti Faculty have two distinct groups of privileges: Emeriti privileges and Person of Interest (POI) privileges. Note: Emeriti Faculty should not be entered as a POI unless the department has approved the additional access privileges.

Retiree email accounts will be inactivated on 12/27/2024, so be sure to update any Emeriti Faculty records as needed. 

You can find additional information and resources on the HRMS Instruction site.

(1/22/2024)

Reminder: Vacation Requests for Salaried Employees with a NOSCHED Assignment

Vacation requests look to the employee's schedule to determine the default absence duration. If a salaried employee's work schedule is assigned as NOSCHED, their vacation duration will default to 0.0, regardless of the amount of hours they enter for the request. Unit time administrators can confirm the duration via the Absence Event page in PeopleSoft or by checking their payroll pre-confirmation report. 

(1/2/2024)

Earned Sick and Safe Time (ESST) Now Active

The University of Minnesota’s new Earned Sick and Safe Time (ESST) policy went into effect on January 1, 2024. ESST is paid leave employers must provide to employees working in Minnesota. This program is offered in addition to the University’s traditional sick time program, so please be aware of any changes to impacted employees. Eligible employees, including those who have not previously accrued sick time, will see ESST reflected on the My Time tab in MyU, but accruals won't be reflected until they've worked the required amount of regular hours. Departments may refer to the following resources for assistance in understanding and navigating the new policy.

Earned Sick and Safe Time: OHR Website

OHR Operations Site

University Policy Library

The Training Services team has updated all ESST-related resources on the HRMS Instruction site. The HRMS News page contains links to each resource, both for departments and employees, as well as ESST-related reporting and training. If you were not able to take advantage of the most recent HRMS Drop-In Session, which covered ESST and the impacts on HR teams, you can review the meeting slides and recording on the Drop-In Sessions tab.

(12/18/2023)

MN Earned Sick & Safe Time Drop-In Session Recap

If you didn't get a chance to attend the most recent Drop-In session, which focused on Earned Sick and Safe Time, we've called out a few of the most important takeaways below.

• On December 27th, a program will run automatically to insert a new 1/1/2024 Data Change/Special Circumstances row for eligible employees. 

• Records with expected job end dates before 1/1/2024 will NOT be automatically updated. 

• If an employee needs their expected end date updated, units should update Job Data by either terminating the record or entering a Data Change/Appointment Extension row with an updated Expected Job End Date.

• Units should be using the EMP - Expected End Date report in Reporting Center to help them identify employees with records that need to be updated.

• What should units do if they have an employee with an expected job end date that is entered after the auto-run on the 27th? Units may enter the 1/1/2024 Data Change/Special Circumstances row if there aren't any rows on the record preventing them from entering. If there are job data rows that prevent the entry then a correction can be submitted. A bi-weekly audit will be run centrally to identify records that are missing the absence eligibility group and the records will be updated.

As a reminder, you can find the Drop-In session meeting slides and recording on the HRMS Drop-In Sessions tab of this site. 

(12/4/2023)

December HRMS Drop-In Session: MN Earned Sick & Safe Leave

The next HRMS drop-in session will take place on December 12th, 2023, from 10 am – 11 am.

The topic for this session will be MN Earned Sick and Safe time. There will be a short presentation that will discuss things such as the policy, appropriate uses, and resources, and then the remainder of the time will be left for Q&A. 

Experts on the MN Earned Safe and Sick time from Employee and Labor Relations, Payroll, Data quality, and the HRMS team will be in attendance to answer questions. 

Note: if you have questions ahead of time, you can submit those using this Google form.

The meeting will be recorded and uploaded along with the slide deck to the HRMS Drop-In Sessions tab of this site. 

Join the meeting at any time using this link, and stay as long as you like.

(11/27/2023)

Update on Work Study Reports Availability

With the retirement of the UM Report reporting platform, these reports were replaced with PeopleSoft Queries on Wednesday, November 22. To find the replacement reports:

1. Go to MyU and click <Key Links>.

2. Click on <Reporting Center>.

3. Click on the <Human Resources> accordion.

4. Click on <Work Study> to see the list of reports.

5. Next to each report link, you will see a blue “i” icon. Click on the <“i”> to see the Help document for more information on how to use the report. 

When you click on a report link, you will be asked to enter your data selection information. Note that entries marked “optional” can be left blank.

New Reports

Work Study Aid Year Used

Work Study Reconciliation by Aid Year

Work Study Reconciliation by Fiscal Year

Work Study Fiscal Year Reimbursement

For FERPA data security reasons, the Work Study Aid Year Used report is not able to show whether each student has accepted work study funds when a work study placement has not yet occurred. Students are responsible for communicating to their supervisor that they have work study funds available for placement.

All of the new reports require a security role for Work Study placement data access in HR Peoplesoft. If you have a business reason to use the reports, you will need to complete an Access Request Form (ARF). To fill out an ARF:

1. Go to MyU.

2. Click here to the Access Request Form (ARF) page. 

3. Click <Request Service> to start your ARF. 

4. Choose <Appointment View> as your request. 

At the bottom of the form, in the “Additional Information” section, state that you are requesting the Work Study View-data role.  

(11/13/2023)

December HRMS Drop-In Session Announced

The next HRMS Drop-In Session will be held on December 12th from 10 - 11 a.m. and will cover University provisions around Sick and Safe Leave. 

The session will begin with a presentation, followed by a Q&A. Please feel free to submit your questions in advance using this Google form. 

Join the meeting at any time using this link, and stay as long as you like.

The sessions are hosted by OHR's Training Services, in collaboration with the HRMS HelpDesk and Workforce Data Management.

(10/9/2023)

Time and Absence Approval Errors in Google Chrome
Due to the recent issues with MyU functionality in Google Chrome, the Contact Center has seen an increase in communications from both supervisors and unit administrators regarding time and absence approvals. Common issues include:

• Error message: An embedded page at hr.myu.umn.edu says: Blocked a frame with origin "https://hr.myu.umn.edu" from accessing a cross-origin frame.

• Blank screen or spinning wheel

• MyU webpage not loading

• Employees not appearing under Approve Time/Absence

The timeframe for a full return to functionality in Chrome is not known, but there are workarounds that you can provide to anyone in your department who is experiencing these issues.

• Clear your browser's cache and cookies

• Disable pop-up and ad blocker extensions OR add MyU as a trusted site

• Use a different browser: This is the easiest solution. Firefox is recommended, but Safari and Microsoft Edge work, as well.

If approval issues persist after following these tips, please email ohr@umn.edu.

(9/13/2023)

Work Study Placement Recap
Yesterday's HRMS Advisory meeting featured an in-depth look at entering Work Study placements in PeopleSoft HRMS. If you would like to review the meeting slides, you can do so here. A few important notes:

Before placing a work study award, a student must have an award and have accepted it in MyU, and at least one active job record must exist.

Placement Reminders: 

• Effective Date cannot be prior to the Job Effective Date and should not be before the most recent pay period start date. Dating it prior to the current pay period will not cause any retroactive payroll activities to process.

• Leave the Placement Date as is, regardless of Effective Date.

• If a student’s work study award already shows as Placed, the award can possibly be split. Confirm with the student on how they would like to split the award and email the appropriate system campus contact.

  • Note: Campuses may set limitations on how many times they will split an award.

The HRMS Instruction site has a detailed article on Work Study Placement. This is a great resource to bookmark if you are processing these requests.

(9/5/2023)

September HRMS Drop-in Session: Additional Pay | 9/19, 10 - 11 a.m.
September's HRMS drop-in session will focus on Additional Pay. At this virtual open house, HRMS experts will be on hand to answer your questions and troubleshoot complex situations. Join the Google Meet session at any time using this link and stay as long as you like. Open houses will start with a brief demonstration and basic guidelines for those who just want to listen and learn, followed by an open Q&A to answer specific questions. You can also now submit questions in advance using this Google form. The sessions are hosted by OHR's Training Services, in collaboration with the HRMS HelpDesk and Workforce Data Management.

(8/9/2023)

HRMS Drop-In Session Recap
Our second drop-in session was a success, and we were delighted to have such a good turnout. Justin and Sunni from the Workforce Data Management team provided an overview of fall appointments and hiring and shared a few tips that will be helpful as fall draws closer. 

A few key takeaways from this session:

• Make sure that 9 and 10-month appointments are returned from their short work break within the next few weeks. If the return isn't entered on time, a contract will not be generated and units will need to manually enter them.

• Workforce Data Management is able to process mass data corrections if they meet the following criteria: 

  • 10+ requests of the same correction (effective date changes, merit changes, etc)

  • the corrections are entered into an Excel spreadsheet which should include the employee's ID number, their name, the record number, and the information to be corrected

  • Units can submit these requests to wfdmdq@umn.edu

If you were not able to attend this session, you can review the slide deck here.

Keep an eye out for information about our September session, which will focus on Additional Pay. Feel free to submit your questions ahead of time using this form.

(7/28/2023)

Unit HR Contacts Sheet Reminder

The Unit HR Contacts sheet is a wonderful resource that lists the point person in each administrative role across the five campuses. If there are changes in your unit, or if you notice incorrect information on the sheet itself, please email ohr@umn.edu with the update request. 

(7/24/2023)

Drop-in Session for HRMS Users Changed to July 25
The July drop-in session for HRMS users, on the topic of fall hiring and appointments, has been rescheduled to Tuesday, July 25, from 10 a.m. to noon. At this virtual open house, HRMS experts will be on hand to answer your questions and troubleshoot complex situations. Join the Google Meet session at any time using this link and stay as long as you like.

In response to feedback from the first session in June, open houses will start with a brief demonstration and basic guidelines for those who just want to listen and learn, followed by an open Q&A to answer specific questions. You can also now submit questions in advance using this Google form.

The sessions are hosted by OHR's Training Services, in collaboration with the HRMS HelpDesk and Workforce Data Management.

(6/26/2023)

Beginning July 1, HRMS users will have two new reason code options when entering job data on appointments and pay rates. Two other reason codes are being deactivated. The changes add clarity and create more detailed reporting.  In addition, several reason code definitions have been updated.

Added Reason Codes

Action code: Data Change

New reason code: AEX

Description: Appointment extension

Action code: Pay Rate Change

New reason code: ICR

Description: Increment

Deactivated Reason Codes

Action code: Pay Rate Change

Deactivated reason code: INR

Description: In-range

Action/reason combination: PAY/INR

Action code: Pay Rate Change

Deactivated reason code: RET

Description: Retention increase

Action/reason combination: PAY/RET

MAR (Market) is the replacement for this code.

See the Action/Reason Codes resource for the complete list of codes. For additional information, please refer to the Action/Reason Codes Changes and FAQ on the HRMS Instruction website.

(6/5/2023)

In partnership with Workforce Data Management, the Training Services team has updated the Termination Resource Collection on the HRMS Instruction Website. 

Updates include additional information about the types of terminations, as well as clarity around processes for each. New links have also been added to the Related Resources sidebar.

Be sure to bookmark the HRMS Instruction site and keep an eye out for new resources!

(5/17/2023)

New Drop-in Sessions for HRMS Users Begin June 1

Whether you’re a new PeopleSoft user who needs guidance on entering job data or an HRMS veteran looking to expand or refresh your knowledge, you’ll want to take advantage of a new series of HRMS drop-in sessions beginning June 1. At each Zoom open house, HRMS experts will be on hand during a two-hour window to answer your questions on an announced topic, point you to resources on the HRMS Instruction website, or troubleshoot complex situations. 

Sessions will take place during payroll off weeks and will often be geared to timely subjects. You can join the sessions at any time and stay as long as you like. The new series is hosted by OHR’s Training Services, in collaboration with the HRMS HelpDesk and Workforce Data Management.

The first session dates, times, and topics will be: 

• June 1, 10:00 a.m.–noon: Faculty contracts and promotions

• July 27, 10:00 a.m.–noon: Fall hiring and appointments

Links to the video sessions, along with future topics, will be announced in the weekly Operations update, on the OHR Operations website, and on the HRMS Instruction website.

June 1 video session link.

(4/24/2023)

In partnership with Workforce Data Management and Central Payroll, the Training Services team has updated the Comp Time and Overtime resource on the HRMS Instruction Website. 

Additional resources were added to the Related Links section, including links to employee contracts, time reporting codes, and earnings codes. 

Be sure to bookmark the HRMS Instruction site and keep an eye out for new resources!

(4/10/2023)

Update on Enrollments for 'Preventing Sexual Misconduct' Course

As noted in a previous Operations update, OHR in January paused enrollment of new employees in the "Preventing Sexual Misconduct, Discrimination, and Retaliation" course because our vendor was switching to a new learning management system and had not yet provided an updated course that would work on the new system. We later determined that the new course did not meet our accessibility standards. As a result, we are continuing to pause enrollment until we can deliver another course that meets our needs.

The previous vendor has removed our content from their platform. If employees try to access the old course they will receive the message "The content cannot be displayed." Employees who had been in the process of taking the course will be assigned to the new course when it's ready.

For employees who have finished the training but have not yet recorded it as complete, an audit is now verifying the completion. Those employees will not need to take additional action.

We will share another update when we have more details about when enrollments will resume. Please distribute this information to your team. Contact Tina Marisam (marisam@umn.edu) or Chris Boldon (cboldon@umn.edu) with questions.

(3/20/2023)

In partnership with Workforce Data Management, the Training Services team has updated the Delegation: Statuses, Request Statuses and Notifications resource on the HRMS Instruction Website. Additional information was added to help clarify language around certain statuses and their workflow.

Delegation: Statuses, Request Statuses and Notifications

(2/21/2023)

With the Twin Cities campus moving to reduced operations, be prepared to implement any pay provisions for your employees as outlined in the Pay Provisions During Emergency Closings or Reduced Operations policy. The time reporting codes spreadsheet can be found on the Resources tab.

Pay Provisions During Emergency Closings or Reduced Operations

Campus and Building Closing

(2/6/2023)

SCIS announced new designs for tamper-resistant Form I‑551, Permanent Resident Cards (also known as Green Cards), and Form I‑766, Employment Authorization Documents (EADs). USCIS began issuing the redesigned cards on Jan. 30, 2023.

Some Permanent Resident Cards and EADs issued after Jan. 30, 2023, may still display the existing design format. Both versions of the cards are acceptable for Form I‑9, Employment Eligibility Verification, and E‑Verify.

The introduction of new card designs does not mean that previously issued cards are invalid. Cards remain valid until their expiration date (unless otherwise noted, such as through an automatic extension of the validity period of the Permanent Resident Card or EAD as indicated on a Form I‑797, Notice of Action, or in a Federal Register notice). Also, some older Permanent Resident Cards do not have an expiration date. These older Permanent Resident Cards without an expiration date remain valid.

Go to the Form I‑9 Acceptable Documents page on I-9 Central and Section 12.1 of the Handbook for Employers (M‑274) to see examples of the new card designs.

(1/23/2023)

In partnership with Workforce Data Management, the Training Services team has updated the resource on UNS Appointments. 

Note: the Payroll Accounting section has been removed since this should be determined before the UNS appointment is created.  Setting up payroll accounting for FSR earnings shouldn't be any different than any other earnings and appointments. 

Changes have been made to the Additional Pay section as well.

Note: Prorate Additional Pay, if payment needs to be prorated, an HRMS data correction needs to be submitted.

Entering UNS Appointments

(1/2/2023)

The OHR Contact Center often receives reports from HRMS users who are unable to log into PeopleSoft or access a certain module (e.g. Recruiting Solutions). While this could be indicative of a bigger issue, we suggest that users try clearing their browser's cache and cookies. Doing so can often resolve the issue.

Why is it important to clear your cache and cookies?

Cookies are files created by sites you visit. The cache remembers parts of pages, like images, to help them open faster during your next visit. If the data stored in the cache and cookies is old, it can prevent sites from loading correctly and clearing them can help resolve these issues.

How to Reset or Clear Your Cache and Cookies

OIT has published a step-by-step resource guide for each browser, as well as mobile-specific instructions. Just find your preferred browser and follow the guide. 

Reset or Clear Browser Cache and Cookies

If this does not resolve the issue please reach out to the OHR Contact Center for assistance. 

(12/5/2022)

To provide greater awareness of the difference between cloning and refreshing a job, the Training team has provided an additional resource, Refresh a Job Opening. Refreshing a job opening using the Manage Job Openings page will bring a position to the top of the UMN Careers page for more candidate visibility, whereas cloning a job opening creates an exact copy of a position, a function used primarily for continuous posting or multiple jobs. Clone a Job Opening has been updated to describe when the cloning process is appropriate versus when the Refresh process is needed. To view the new resources, please visit the HRMS Instruction site or click on the links below.

Refresh a Job Opening

Clone a Job Opening 

(11/21/2022)

In partnership with Workforce Data Management, the Training Services team has published a new resource on the Search for a Person function in PeopleSoft. Conducting a thorough person search prior to entering a record into the system is critical in preventing the creation of duplicate records and employee ID numbers. The new resource features step-by-step instructions, as well as tips on how to optimize your search. 

Search for a Person 

(10/10/2022)

Job Seekers Now Have More Information on Their Application Status

To provide job applicants greater visibility on the status of their applications, the career site 'My Job Applications' page has been updated to display more statuses beyond the current ones (Not Submitted, Submitted, and Withdrawn). The new statuses will be based on the applicant dispositions used internally. For more details on the new statuses and how they relate to the internal dispositions, see the Applicant Disposition Status training resource. This new feature means it will be more important than ever for units and central OHR to enter updates promptly when the disposition of an application changes.

Applicant Disposition Status

(09/26/2022)

In partnership with Benefits Administration and Workforce Data Management, the Training Services team has updated the existing resource on Phased Retirement. The update includes links to the required forms that need to be completed to begin the phased retirement as well as the link to the University Policy Library for more information.  Sections have been added to clarify the process:  Starting a Phased Retirement, Entering a Phased Retirement and Ending a Phased Retirement. 

Phased Retirement Resource Collection

(09/14/2022)

Are you new to processing I-9s? Do you have a complex I-9 question?  Payroll Services conducts a reoccurring I-9 Open Lab and Q&A every Monday from 1:00 to 2:00 p.m., hosted by Alba Vogelgesang. Click here to attend the session!

(08/29/2022)

In partnership with ELR and Payroll, the Training Services team has updated an existing resource on the tax location code for employees working out of state. The update provides detailed procedures for the exception process and the required HRMS data updates.

Tax Location for Employees Working Out of State

For questions, contact either your Employee Relations consultant in OHR or Payroll Services for the appropriate issue. 

(08/15/2022)

HRMS Instruction Website Adds Resources for Users New to HRMS

The HRMS Instruction website has added a wealth of resources for new HRMS users and the supervisors who are onboarding them. On the main navigation bar, click on New to HRMS to find materials that can help new HRMS users become familiar with their HRMS resources, the required training they need to gain access to PeopleSoft, and guidance on completing the Access Request Form correctly to ensure speedy access to the PeopleSoft system.

The new resources include:

• Welcome to HRMS: An introduction to key resources

• New HRMS User Checklist: Steps to understand and gain access to HRMS

• Supervisor Checklist: Steps for supervisors to guide new HRMS users

• New HRMS User Training Requirements for Access: A table that outlines what courses are required for each security role and function in HRMS

• How to Complete the Access for Request Form: Steps to correctly request access to the PeopleSoft system

(08/1/2022)

Are you experiencing an unusual issue with PeopleSoft? It's possible that the system has undergone a recent upgrade and your browser needs to be refreshed to capture the most recent changes. Users should clear their browser's cache, cookies, and temp files after each upgrade to ensure PeopleSoft functionality. 

OIT offers a shared calendar for upgrades and maintenance dates here.

OIT How-Tos: Reset or Clear Browser Cache and Cookies

(07/18/2022)

Based on end-user feedback, the Training team has reformatted the Stop Payment Request resource on the HRMS Instruction site. One of the biggest highlights, the 'Important Considerations' section which details the timeline for both direct deposit and replacement check requests, was moved up and given more prominence by adding the gold box. We think the new location will provide better awareness.

If you have feedback for the Training team or would like to suggest other improvements or content additions please contact trngsvcs@umn.edu.

Keep an eye out for more Training Services updates coming soon!

(07/4/2022)
When contacting OHR Contact Center to close a job posting, please ensure that you specify whether you want a job posting closed or if you want it removed from applicant sites. "Closing" means that someone has been hired. Closing a posting will automatically change all applicants to "reject."
If you are reviewing applicants and do not want to accept any new applications, make sure to be clear about "removing" the job posting from applicant sites and specify if you want the posting to be removed from internal sites, external sites, or both. Be sure to include the date you want to be reflected on the remove line.

(06/13/2022)

We have been getting reports about staff not being able to add comments to the Payroll Update form today because the comment field is grayed out. After researching the issue, the problem seems to be that cached browser data in users' browsers are affecting how the new PeopleSoft pages display.

The solution: We recommend that you clear your browser cache and cookies. See the OIT web page Reset or Clear Browser Cache and Cookies for instructions for various browsers.

In Google Chrome, for example, open the browser and click the menu button (⋮), then More Tools > Clear Browsing Data. In the new window, select what time range you want to clear. Click "Cookies and Other Site Data" and "Cached Images and Files," then click "Clear Data." Close the browser to restart it.

(05/31/2022)

Why am I missing the text boxes in my Job Posting page or Off-Cycle/Payroll Update page?

Users have been reporting missing the text editor on PeopleSoft pages. We believe this may be related to cashed browser data from before the upgrade that isn't compatible with these updated pages. In other words, your browser's cached data may be preventing the text editor from loading. 

To fix this issue, we recommend clearing your browser's cache and cookies. Additionally, we recommend accessing PeopleSoft pages using the Chrome browser.

If you have any additional questions or experience any additional issues, please email ohr@umn.edu for further troubleshooting support.

(05/24/2022)

Faculty member or a supervisor holding a 9 or 10 month appointment is placed on Short Work Break - the Reports To on the job data record(s) for the employee(s) this person supervises, must be updated.

 The record on Short Work Break will not be able to approve absence requests or timesheets. 

Position Management - enter REP reason code, update the Reports To position number with either the faculty member’s summer position or another person’s position.

Repeat this process if/when the faculty member or supervisor is Returned from Short Work Break.

(05/02/2022)

Why is one of the Hiring Managers unable to see applicants? 

As part of the hiring team, they should have access to view applicants and their materials. They can access this information from your Recruiting Home page.

From MyU, click on Key Link -> Twin Cities Employee Center -> Recruiting Home

The positions for which you’re hiring should be displayed under their 'My Job Openings' but if not, they will want to change your view by settings. 

Click on the gear icon to the right of the header and select Personalize.

Change the settings to those shown below and click ‘save’.

The position(s) should now be displayed under the heading. To review a position’s applicants, simply click on the job posting title. It's important to note that you have to click on the application icon to view an applicant's materials- clicking on their name will result in an error.

04/18/2022

Transfer: Prepare for Hire

Before the applicant can be moved to the Manage Hires page, we need to complete the “Prepare for Hire” in the RS. We need to enter “Transfer” as the Type of Hire in this section for the data to flow through correctly into the Manage Hires.

1. Applicant Type denotes how the applicant applied: External or Internal.

   • Select: Internal

2. Position Number defaults to the primary position number on the job opening. If more than one position number is affiliated with the job opening, the correct position number must be selected when hiring.

3. Type of Hire options are based on Applicant Type.

   • Select: Transfer - Use when someone is an Internal Employee – Transfer.

4.  Start Date populates based on start date from Recruiting Solutions.

5. Employee ID Verified defaults to “No” until Verify Employee ID is processed. Click <Verify Employee ID>.

If the <Verify Employee ID> link does not appear, the ‘“Prepare for Hire” status was likely updated via Edit Disposition.

In this case, the recruiter must return to the job posting for the applicant, change their disposition to “071 - Offer Accepted,” then return to and reinitiate the Prepare for Hire process.

Note that the system looks for existing matches based on the first three letters of the first and last names. To review the search criteria, expand the Match Criteria section.

Review the search results for potential duplicates.

The Job Aid for Prepare for Hire can be found by clicking on this link.

04/06/2022

When creating a POI record, use the effective date for when the POI relationship begins. Effective dates on  Maintain POI Relationship and UM POI Details pages should match. 

Internet IDs are generated by an overnight process. An email will be generated for a new POI at night and is available for use on the morning of their effective start date. 

You can check for the x.500 under Modify a Person. If no x.500 shows, double-check the POI entry for mismatched effective dates.

Mismatched dates will prevent an x.500 from generating for the POI and a correction to the record would need to be made.

Click here to review the POI Job Aid.

03/27/2022

Under specific circumstances, a department will need to enter an appointment manually. Examples include entering a new hire, transfer, or rehire that was not completed through Recruiting Solutions, a PeopleAdmin hire (prior to April 20, 2015), or non-posted appointments (e.g., UNS, UMP).

The position number being used to hire must already be approved, active, and accurate. If a position is frozen or unapproved you cannot enter the Job Data.

Validate the position data by navigating to Organizational Development > Position Management > Maintain Positions/Budgets > Add/ Update Position Info. See your position manager if you do not have this access.

Process Summary

• Conduct a Search/Match process to avoid adding duplicate people. See the Search/Match online course for details.

• Determine the next steps based on the search/match results, as described in the Manual Appointment Setup Job Aid.

You may have to refer to the Action Reason Code list. A specific Action and Reason must be entered for a new hire or for a change to an employee's record in Job Data. Clicking on this resource link will download an Excel spreadsheet to your computer; see your downloads folder to access the Action Reason Codes.

Note: Hire, Rehire, Recall, Return from Short Work Break, Pay Rate Changes can be entered within 90 days of the effective date. For all others, do not enter Action/Reason codes more than 30 days ahead of the effective date.

03/07/2022

Units that have questions about recruiting, background checks, etc., should reach out to their assigned recruiter. If you're unsure which recruiter supports your unit, you can find them using the Unit HR Department Contacts list. 

02/01/2022

Why is the job posting link I'm using not working?

Check to see if the link is formatted for the right applicant audience.

External Applicant View

https://hr.myu.umn.edu/jobs/ext/######

Internal Applicant View

https://hr.myu.umn.edu/jobs/int/######

Student Job Applicant View

https://hr.myu.umn.edu/jobs/stu/######

This link format will link directly to the job opening on the external site, internal site, or student site. If the applicant is an internal applicant or a student applicant, and they are not logged into their MyU account, the /stu and /int links will not work. If the applicant is logged into MyU, clicking on the link will automatically log them in as an internal or student applicant. The /stu links only work for registered students.

If you’re a hiring manager or HR representative testing the link for a student, please have a student employee test the link. Or you may manually navigate to the job posting following these steps to confirm the job posting is available on the student applicant portal. Please note, to do this you must be logged into your MyU account in your browser.

 Navigate to humanresources.umn.edu > Find a Job > Click Students > Search using the Job ID.

11/17/21

• For HR Department representatives with access in HR Analytics, the EOAA Goal Setting report will only return results where there's an Active incumbent in the position. This means that while a position shows as Active "A", no results will return if the position does not have a current incumbent.

To obtain additional information you may need for your goals, we recommend you modify your search to find the goals for a similar position. For example, enter a similar position number in EEO Goal Setting (based on Job Code). 

11/01/21

•  Effective 8/20/21, a UMN VPN connection is required to access UM Reports from both remote and campus locations. If you're having trouble running reports in reporting center, double-check to ensure you're connected to VPN. 

10/18/21

• If you are getting an error when attempting to access a job posting saying that the job is no longer available, check to see if the posting is for students. If it is, only students will be able to see it and you will need to log into a student applicant account to view and apply for the job.

01/06/21

• Please be sure to check the Unit HR Contact spreadsheet to be sure that the individuals listed are correct and up-to-date.

12/21/20

• When entering a RIO job data update, please make sure to follow the RIO procedure by treating it the same as ending a phased retirement. Central will update the record following receipt of the necessary documents. Any outstanding questions may be directed to the OHR contact center at 612-624-8647 option 4. 

05/20/20

• The resources tab now contains a form to request that something be discussed at an upcoming HRMS Advisory meeting. Please fill it out if you have something you would like brought up. 

04/06/20

• The resources tab of this Google site now includes up-to-date information on frequently asked HRMS questions related to the COVID-19 pandemic, please take a look.

03/16/20

• Union steps and annual increases retroactively entered were done so manually, so if you notice any errors please submit an HRMS data correction request and enter one extra pay period of retroactive pay

02/25/20

• Recently lose PeopleSoft access to Citizenship - Identification data, Modify a Person, or Disabilities and not sure why? A new security group was added and implemented between 2/14-2/16 called Personal Data View which is required to regain lost access. You will need to submit an ARF for it. 

02/11/20

• The expected job end date is mainly utilized for Faculty and Grad Students, and is used in part to calculate Fringe charges. The expected job end date should be used when possible. It can be used to track when a new entry needs to be made in Job Data like a transfer, review, or termination. The expected job end date field will be used to populate employees on the “Expected End Date Audit.” 

01/13/20

• When creating a stop payment for an employee, you may see the total gross be $0.00; this could likely be a direct deposit return to the employee and the net pay would be different. You can confirm by calling our Help Desk to inform you on what type of check it is.

01/02/20

• When searching for employees in the timesheet by Department, you can filter all active time reporters by selecting "ACT_ALL" in the Time Reporter Group field. This will leave out any inactive employees.

12/19/19

• Questions about entering a Notice of Appointment? See the Entering Contract Details job aid. 

12/05/19

• Questions about holiday pay? Please take a moment to read the Tips on Managing Time Reporting: Paid Holidays job aid. 

 11/18/19

• The Employment Data tab within Job Data houses the University Start Date, Benefits Service Date, and Vacation Service Date.

11/05/19

• Delegations: HRMS End Users - You may have access to a page in PeopleSoft called "Administer Delegation". This page allows an end user to create delegations between a delegator and a proxy. The 2 sections to focus on with this page is: Selection Criteria (search and modify any current delegations) and Add Delegation Request (create new delegation between delegator and proxy). The path for this page is Main Menu > Workforce Administration > Self Service Transactions > Approvals and Delegation > Administer Delegation.

10/23/19

• How do I know if someone should be enrolled in Absence Management? It's based on the percentage of time of the appointment and employee class. "Verify Absence Management Enrollment" is an excellent job aid to help you verify. 

10/09/19

• When searching for employees in the timesheet by Department, you can filter all active time reporters by selecting "ACT_ALL" in the Time Reporter Group field. This will leave out any inactive employees.

09/18/19

• Confused about Absence Payouts, Cashouts, and Buydowns? Check out the new knowledge article on the Resources page. 

09/04/19 

• Questions about Regent's Scholarship Policy and Taxes? Check out the Resources page 

08/14/19

• When an employee is overpaid and is still active with the University, a consent to collect along with the overpayment notification form must be sent in. However, if the employee is terminated, and is overpaid - there is no need for a consent to collect (only the overpayment notification form is required), since the employee must pay back the university by a voluntary personal check. These forms are located under the "Payroll" tab.

07/29/19

• When an employee is overpaid and is still active with the University, a consent to collect along with the overpayment notification form must be sent in. However, if the employee is terminated, and is overpaid - there is no need for a consent to collect (only the overpayment notification form is required), since the employee must pay back the university by a voluntary personal check. These forms are located under the "Payroll" tab.

05/01/19

• When creating a post-retirement appointment for a retiree, create a new record. Never build on a retiree record as it impacts benefits. For more information, see the Hiring a Retiree Job Aid on the Job Aids site. 

03/29/19

• Found a broken link on the OHR site? Send an email to ohr@umn.edu and we will send it to our HRMS Communications team to replace the broken link with a functioning link.

 03/15/19

• The expected job end date is mainly utilized for Faculty and Grad Students, and is used in part to calculate Fringe charges. The expected job end date should be used when possible. It can be used to track when a new entry needs to be made in Job Data like a transfer, review, or termination. The expected job end date field will be used to populate employees on the “Expected End Date Audit.” 

 03/01/19

• Need to look at a contract for your labor represented employees? All contracts are conveniently located on the "Resources" tab of this site. 

 02/15/19

• The 400/800 rule comes up as a frequent question to our team and is described in the Civil Service Rules. The vacation accrual rate is based on how much sick balance that an employee has if it is over 400 or 800 hours.

 02/01/19

• There is an option to clone a position in Position Management. If you Add A New Value in Add/Update Position Info, and then when the screen pulls up you should see an "Initialize" button to where you can enter a position number to reflect the same information as the position number you've entered. This will also pull forward the Detailed Position Description which is highlighted in blue in the Job Information section of the page. 

01/18/19

• As a time administrator, if an end user sees "Approval In Process" on an employee's timesheet, it means that the end user does not have access to approve the employee's time. The end user may click on the blue hyperlink that states "Approval In Process" and look up the assigned approvers for that employee. If a time administrator needs access to approve a certain employee's time; an Access Request Form would need to be submitted.

01/04/19

• There are two POI pages in PeopleSoft: UM POI Details and Maintain POI Relationship. The Person of Interest's information needs to match for both pages, or there is a high chance that their security roles will be affected. 

12/21/18

• The UM Payroll Update/Off Cycle page in PeopleSoft holds an archive of all payroll updates and off cycles that have been submitted. If you leave the Search Criteria blank and press enter on the "Find Existing Value" tab, the submissions will appear. You can also narrow the search by entering your OPRID, Pay Period End Date, EmplID etc.

12/07/18

• Wondering which earnings code to use? OHR has an earnings code spreadsheet that defines each earnings code that is applied to the employee at the unit level. If you are still having difficulty configuring which earnings code to use, please contact your HR Lead or Central HR Consultant to discuss.

11/21/18

• In the Employment Data tab, within Job Data, houses the University Start Date, Benefits Service Date, and Vacation Service Date.

11/09/18

• Need a breakdown of an employee's comp time? Go to Data Warehouse and build a query, and choose the Payroll table: PS_DWPY_VAC_SICK. This table includes comp used, and comp balance per pay period.

10/26/18

• Emeritus status for retired employees entirely depends on the business title in Job Data. Please check if that is corrected before contacting OIT regarding the access.

10/12/18

• Unit Recruiters and Hiring Managers: In Recruiting Solutions, when you are moving an applicant to rejected status; an email sends out to the applicant stating there is no further consideration for their application. If you reject a batch of more than 20 applicants, there is a chance the email not go out to anyone due to the larger batch size, it is too large for RS to handle. Please keep the batch of rejections to 20 or lower.

09/28/18

• When creating a stop payment for an employee, you may see the total gross be $0.00; this could likely be a direct deposit return to the employee and the net pay would be different. You can confirm by calling our Help Desk to inform you on what type of check it is.

9/14/18

• When updating a position in Position Management, one should always notice if the "Update Incumbents" box is checked in the "Specific Information" tab. If the box is checked; the incumbents' Job Data will be updated automatically. If it is not checked, the Job Data would need to be updated manually.

8/31/18

• If you have a question on a status of a Stop Payment that you've submitted; check first the comments that have been entered in the existing stop payroll request number you have submitted - you may find your answer!

8/17/18

• One of the most common transfers seen is Civil Service or Labor Represented to P&A or Faculty. The vacation payout is not an automatic process - a payroll update must be submitted to pay out the remaining vacation hours; up to 80 hours of vacation can be kept.

8/3/18

• Having trouble finding this year's work study dates? Depending on the Academic Career, they may vary. Give our Help Desk a call and we can look them up for you!

7/20/18

• How do I know if someone should be enrolled in Absence Management? It's based on the percentage of time of the appointment and employee class. "Verify Absence Management Enrollment" is an excellent job aid to help you verify.

7/6/18

• Delegations: HRMS End Users - You may have access to a page in PeopleSoft called "Administer Delegation". This page allows an end user to create delegations between a delegator and a proxy. The 2 sections to focus on with this page is: Selection Criteria (search and modify any current delegations) and Add Delegation Request (create new delegation between delegator and proxy). The path for this page is Main Menu > Workforce Administration > Self Service Transactions > Approvals and Delegation > Administer Delegation.

6/22/18

• When an employee is overpaid and is still active with the University, a consent to collect along with the overpayment notification form must be sent in. However, if the employee is terminated, and is overpaid - there is no need for a consent to collect (only the overpayment notification form is required), since the employee must pay back the university by a voluntary personal check. These forms are located under the "Payroll" tab.

6/8/18

• ATTN: Time and Absence Administrators; did you know that you can change any time or absence entry retroactively going back 9 months or 175 days? Any entry changed after that time frame needs to be sent in an email/ticket over to ohr@umn.edu.

5/29/18

• Did you know that anyone with Unit Recruiter access can print attachments, application details and questionnaire types for a group of applicants all at once? Simply select the applicants using the check boxes on the "Manage Job Opening" screen, and search towards the bottom of the page for "Group Actions">Recruiting Actions>Print Applications.

5/11/18

• Having trouble searching for a specific report in HRMS Query Viewer? When searching, notice that in each field, there is a drop down that states "begins with". You can change that to "contains", and when that is prompted, the search will provide a wider range of values. **For an example, try typing in the Description field: "DELEG". Reports that populate will list delegations, delegatees and delegators.

4/27/18

• Did you know that the Business Title in Job Data: Employment Data is the job title that the UMN Directory pulls from? If an employee's job title in the directory is incorrect, check if the Business Title is correct.

4/13/18

• When searching for employees in the timesheet by Department, you can filter all active time reporters by selecting "ACT_ALL" in the Time Reporter Group field. This will leave out any inactive employees.

3/22/18

• Did you know there are reports in Reporting Center and HRMS Query Viewer that can efficiently retrieve and collect information from Recruiting Solutions? Click here for the job aid for the list of different reports!

3/22/18

• Additional Pay: Remember, when you are adding a new effective date for an existing earnings code, delete the additional sequences under "Payment Details" . Old information will carry over if not deleted from the new effective dated row.