Getting
Ready for OnePurdue: What You Need to Know
June
2007
Purdue’s new human resources and payroll
system, OnePurdue, will bring new services to you and the
University — and put more control in your hands.
The OnePurdue human resources and payroll system released
this summer will change many things, including the way
your personal information on record at Purdue is handled.
Please take a moment to read how these changes will impact
you — and how you can prepare for them.
With Employee Self-Service, you’re
in charge
Beginning July 2, 2007, Purdue’s new human resources and payroll system,
OnePurdue, will bring you new ways to manage your personal information on record
with the University. Using OnePurdue’s Employee Self-Service (ESS) feature,
you’ll be able to do the following:
- View salary statements.
- Enter or change bank information.
- Change home address/phone and other personal data.
- Update educational information.
- Suppress personal data from the Purdue directory.
All faculty and staff members will receive basic ESS instructions
by campus mail the week of June 25. Student employees can
access the same information via SSINFO. For further help,
contact the OnePurdue Support Center at 765-494-6000 or onephelp@purdue.edu.
Click
here for more information about OnePurdue’s Employee
Self-Service.
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Online salary statements save time and paper
All faculty, staff and student
employees not enrolled in direct deposit are encouraged
to do so. |
OnePurdue will make it possible for the University to transition to a paperless
pay system, and a big step toward this is having salary statements (i.e., “check
stubs”) available online.
All employees will be able to view (and print)
their salary statements online using OnePurdue’s Employee Self-Service.
In addition, those signed up for direct deposit will be
notified by e-mail after each deposit has been made.
Links to sample biweekly and monthly salary
statements can be found on OnePurdue’s Employee
Self-Service Web page.
Although Purdue will continue to print pay checks for
the time being, all faculty, staff and student employees
not already enrolled in direct deposit are encouraged to
do so. Click
here for a direct deposit enrollment form.
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No new numbers to learn
The goal of OnePurdue is to make your life easier — not more complicated.
So don’t worry about memorizing more numbers. The Purdue University Identification
number (PUID) is used throughout the Purdue system as a unique identifier, and
will continue to help us manage access and other daily business. Faculty and
staff members will not have to learn or supply other IDs as they interact
with their business office personnel.
As OnePurdue’s new human resources and payroll processes
are rolled out, you may see unfamiliar terms like “Person
ID” or “Personnel Number” (PERNR) on forms
or reports. Although these system-generated numbers will be
running behind the scenes, the PUID is associated with each
faculty and staff member’s record in the new system.
So you can continue to use your PUID and Career Account user
ID without having to deal with yet another number.
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Vacation and sick time practice revised
In the past, staff could use their accrued vacation
time up to and including the current pay period. With an
automated system, accrued time is credited as each pay period
is closed, and vacation time earned will be available to
use in a subsequent accrual period. So now leave time accumulated
during the current pay period can only be taken after that
period.
Monthly paid (exempt) faculty and staff will continue to
use vacation time in minimum half-day increments. When recording
vacation time, however, they will record their half-days
in hours. This is necessary because not every employee works
the same number of hours in a day. (For example, if someone
works ten-hour workdays, five hours would be a half-day for
them.)
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Important
OnePurdue Payroll Dates
- Tuesday, July 3: First biweekly pay
- Wednesday, July 18: Second biweekly pay
- Tuesday, July 31: First monthly pay
- Friday, Aug. 31: Second monthly pay
|
Special
note for monthly paid employees
If a monthly paid employee also works in a position
that is paid on a biweekly basis, pay for biweekly work will
be disbursed at the end of the month. Both monthly and biweekly
pay will appear on one disbursement at that time.
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Changes
in store for academic-year pay schedules
Since
December 2006, several messages regarding upcoming changes
to academic-year (AY) pay schedules have been sent to faculty,
staff and student employees paid under the AY calendar.
You can review all this information — including
details about the AY salary schedule, pay deductions, pay advance options,
summer savings options and more — on OnePurdue’s Academic-Year
Pay Changes Web page.
Click
here to read frequently asked questions on this topic.
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Balance TDA contributions by switching to percentage
of pay
With OnePurdue, the full amount that someone has designated
for a tax deferred annuity (TDA) contribution will be deducted
from every paycheck, including the smaller ones that
academic-year-paid faculty and staff will receive in August
and May. TDA contributions also will be taken from any summer
pay.
This process will go into effect July 2, and will affect
any summer earnings received this July and every pay you
receive thereafter.
To balance out TDA contributions that come from pay, Staff
Benefits is encouraging employees to change their TDA contributions
from a dollar amount to a percentage of their pay. That way,
when someone has a smaller paycheck, their TDA contribution
will automatically be smaller, too.
If you want to change to a percentage basis or designate
smaller dollar amounts for specific months, you will need
to complete a new Salary Reduction Agreement form. You can
change your TDA contribution at any time, but to make sure
it’s effective in time for your July pay, you need
to submit a completed form to Staff Benefits by July 20.
Salary Reduction Agreement forms are located on Purdue’s Human
Resources Services Web site. To get them, click
here and select “Forms” from the “Resources” drop-down
menu tab. (The current forms are being updated and should
be available by June 22.)
If you need further assistance with TDAs, please call 765-494-1680.
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New,
easier travel system coming soon
After
consulting with members of the Purdue community, it was
decided to implement OnePurdue’s travel module
after the July release of the new HR/Payroll system. This
will give faculty and staff members more time to improve
their skills with the new financial applications, learn
new HR business processes, and make the transition to the
new travel system a lot smoother. We’re confident you’ll like the power and features
of the new travel module, and find that the extra time will
be worth the wait.
Once scheduled, a new “go-live” date and training
courses for travel will be announced in OnePurdue’s
e-newsletter and on the Web site.
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Important change made to travel reimbursements
Beginning July 2, 2007, if an employee has not enrolled
in direct deposit, any travel reimbursement check will be mailed
to his or her home address. If they are signed up for
direct deposit, reimbursements will be made electronically
to their primary direct deposit account. Although Employee
Self-Service allows for the designation of a separate bank
account for travel reimbursements, this feature will not be
active until OnePurdue’s travel module goes live. It
is important, therefore, that all employees make sure that
their bank account and home address information with the University
is up to date.
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OnePurdue and ESS are secure
Security is an important part of OnePurdue. In order to access the OnePurdue
portal and Employee Self-Service, you will need to change your Career Account
password every 30 days. Click
here for detailed information about passwords and how to reset them.
 If you want to change your Career Account password now, click on the “Change
Your Password” button at right.
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Help is just a click away
 During
this period of transition, many faculty and staff members
and students will look to their peers, supervisors, Human
Resource Services, and payroll and business offices for
help. In addition to these resources, online support is
available by clicking on the “Get Help” button
(right) on OnePurdue’s
home page.
The OnePurdue Support Center also can help answer your OnePurdue
questions. Contact it at 765-494-6000 or onephelp@purdue.edu.
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How to log in to OnePurdue
 To access the OnePurdue system, go to OnePurdue’s
home page and click on the “OnePurdue Portal Login” button
(right). You will need your Purdue Career Account user ID
and password to access Employee Self-Service and your personal
HR and payroll information. If you don’t know your
Career Account user ID, click
here for instructions on how to find it.
Click
here for more details about Purdue Career Accounts.
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You’re
logging in for the first time, but it says “User
Authentication Failed.” What’s
going on?
It
might be that you have not changed your OnePurdue Career Account's
password in the past 30 days. OnePurdue enforces
the University policy that requires you to change your password
frequently. To prepare for OnePurdue’s second release (Human
Resources, Payroll and Employee Self-Service), faculty and
staff that have not previously accessed OnePurdue will have
their OnePurdue account activated prior to the July 2 “go-live” date.
Because of this early activation, the 30-day
clock will have already begun. So if you try to log in after
the 30 days have expired, you may not be allowed in and
will see the “User Authentication Failed” message.
If you are able to log in to OnePurdue and see a warning
message that your password will expire soon, please reset
it as soon as possible. Click
here to find out how to change your Career Account password
yourself. (Allow at least ten minutes
for a new password to change in the ESS system).
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 Questions?
If you still have questions about
the changes coming with OnePurdue, you can read several HR- and ESS-specific
FAQs on OnePurdue’s Frequently
Asked Questions page.
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