Frequently Asked Questions

Transcription

1 Frequently Asked Questions Migration of PTOC Employees Network to HR Direct Access and Related System Changes HR DirectAccess March 31, What is HR DirectAccess? 2. How will I access HR DirectAccess? Will I need to remember a new login and password? Will I be able to access HR DirectAccess from a tablet or smart phone? 3. Who do I call if I have difficulty logging into HR DirectAccess? 4. How will I learn to use the new system? 5. Will my information be safe in this new system? 6. Why is the payroll procedure changing again? We just got used to the COE doing our payroll. 7. Why is my pay date changing? 8. Will my gross wages change? 9. Will my take-home pay be the same through HR DirectAccess? 10. May I have my paycheck mailed to me? 11. May I have my check directly deposited to more than one financial institution? 12. Will my paycheck or pay stub continue to be distributed at the chapter? 13. What kinds of information may I access using the HR DirectAccess Employee Self Service feature? 14. Who will be able to see my information? 15. Will AmeriCorps members use HR DirectAccess? 16. Will PHSS Instructors use HR DirectAccess? 17. May I continue payroll deductions for things like the Clara Barton or Pentagon Federal Credit Union, AFLAC insurance, or support for our chapter s staff council? 18. I currently save money through a 403(b) program. Will I be able to continue it with HR DirectAccess? 19. I currently participate in the ARC 401(k) Savings Plan. How will I continue my participation? 20. I currently participate in a tax-deferred commuter benefit program. Will I be able to continue that through HR DirectAccess? Related System/Process Changes 21. Are Performance Development Plans (PDPs) going away? When will we have guidance on the new performance review process? 22. What is Concur? 23. How will employees get reimbursed for business use of personally owned vehicles? HR Direct Access 1

2 1. What is HR DirectAccess? HR DirectAccess is a web-based system hosted by Automated Data Processing (ADP) that serves as the single employee information and payroll system for the entire corporation. Employees will be able to complete many HR actions from any computer with internet access, such as: Submit and approve time worked, and submit time off for approval Review your pay statements and manage your payroll services Update your personal information on file with the Red Cross 2. How will I access HR DirectAccess? Will I need to remember a new login and password? Will I be able to access HR DirectAccess from a tablet or smart phone? After the migration of the chapter network onto the One Red Cross system, (which will be complete by March 31), you will access the system by first going to CrossNet ( on any computer with an internet connection, sign in using your ARC login credentials and then navigate to the HRDirectAccess portal. You won t need to remember any different login information to login to HR DirectAccess. You can access HR DirectAccess from any computer with an internet connection 24 hours a day, seven days a week. Depending on the software loaded onto your tablet or smart phone, you may be able to access CrossNet and HR DirectAccess, however the Red Cross and ADP cannot provide technical support for any device except a Red Cross computer. 3. Who do I call if I have difficulty logging into HR DirectAccess? If you are having difficulty accessing CrossNet, call the ARC IT Service Desk at If you are having difficulty with the HR DirectAccess portal, contact the ADP Employee Service Center at How will I learn to use the new system? In early April, there will be Webex training sessions scheduled over the course of a 2 week period. There will be sessions for both employees and managers. Access the training schedule and register in advance. In these sessions, you will learn how to navigate HR DirectAccess, how to use employee self service, how to enter and change your personal information, how to record hours worked and how to request time off. In addition, you will learn about other self-paced tutorials that you may access. In addition, your HR representative will be contacting you to participate in an HR orientation session during the first two weeks of April. 5. Will my information be safe in this new system? 2

3 Yes. HR DirectAccess is on a secure network and ensures your personal and pay information is protected at all times. 6. Why is the payroll procedure changing again? We just got used to the COE doing our payroll. The Red Cross continues to search for ways to operate more efficiently and cost effectively. Payroll was initially migrated to the Finance COE s, with a longer-term plan to migrate the chapter network to the same payroll system that is being used by the rest of the corporation, HR DirectAccess. 7. Why is my pay date changing? Currently, some employees are paid on one Friday and other employees are paid on the alternate Friday. With HR DirectAccess, all employees will be paid every two weeks, on the same Friday. Moving those employees who are currently paid on the alternate Friday will require a transition period during April. 8. Will my gross wages change? Employees should experience no change to gross wages. If you think there is an error in the amount of your gross bi-weekly wages, contact your HR representative. 9. Will my take-home pay be the same through HR Direct Access? Several things could potentially impact your take home pay. Because of the elimination of voluntary deductions, (certain voluntary insurance plans like AFLAC, gym memberships, contributions to staff councils, etc.) some employees may see a change to take home pay. Any changes to tax withholding allowances that employees enter into HR DirectAccess will impact take home pay. Also, the frequency of deductions for insurance premiums will be 24 times per year, vs. 26 for some chapters now. And deductions for flexible spending accounts and healthcare savings accounts will be taken 26 times per year. All of these things could potentially impact the amount of take home pay. 10. May I have my pay check mailed to me? The default setting at go-live of HR DirectAccess will be for all pay checks to be mailed. We strongly suggest that you set up direct deposit of your wages into your financial institution before the first pay date. Do this soon after April 1 so that your first check is deposited into your account. Mailed checks are not recommended. Information on how to set up your direct deposit through Employee Self Service will be provided in the HR DirectAccess training sessions. 3

4 11. May I have my check directly deposited to more than one financial institution? Yes. HR DirectAccess allows you to deposit your paycheck to as many as five (5) financial institutions. 12. Will my pay check or pay stub continue to be distributed at the chapter? No. If you do not sign up for direct deposit, your check will be mailed to your home address. We strongly recommend direct deposit into a bank account. And, you will have on-line visibility to your pay stub each pay period via Employee Self Service. A feature in HR Direct Access will allow you to suppress the mailing of a pay stub. Alternatively, you may receive a mailed pay stub and it will go to your home address. 13. What kinds of information may I access using the HR DirectAccess Self Service feature? HR DirectAccess puts you in control of your data. You can access addresses, phone numbers, emergency contacts and other personal information. You can also review and update direct deposit, tax withholding and payroll information, as well as PTO accruals and balances all in one easy to use location. 14. Who will be able to see my information? Human Resources will continue to have access to your data. Your manager will have access to information related to your position, title, pay rate, etc., as well as your birth day and month, home address, phone number and emergency contact information. 15. Will AmeriCorps members use HR DirectAccess? Yes, AmeriCorps members will receive their stipend payments from HR DirectAccess. Members will need to verify that their information in HR DirectAccess is correct, set up tax withholding allowances, and set up direct deposit information. However, AmeriCorps members will not need to access etime the timekeeping function of HR DirectAccess and supervisors will not need to approve timesheets each pay period. 16. Will PHSS Instructors use HR DirectAccess? Yes, all regular instructors and part time on-call instructors will access CrossNet and use all the features of HR DirectAccess, including submitting and approving time worked. 4

5 17. May I continue payroll deductions for things like the Clara Barton or Pentagon Federal Credit Union, AFLAC insurance, or support for our chapter s staff council? No. Unique, local payroll deductions will no longer be possible. You will want to make arrangements to pay for those, and similar programs, through direct payments. (You can, however, have all or a portion of your wages directly deposited into a credit union.) 18. I currently save money through a 403(b) program. Will I be able to continue it with HR DirectAccess? The American Red Cross partners with three 403(b) vendors: Lincoln, ING, and Vanguard. After you are migrated to HR DirectAccess, you may set up payroll deductions by first contacting one of the vendors, and then setting up your payroll deduction amount in the HR DirectAccess Employee Self Service function. 19. I currently participate in the ARC 401(k) Savings Plan. How will I continue my participation? If you are currently contributing to the Savings Plan through payroll deductions, your contributions will continue seamlessly and no action is required of you. 20. I currently participate in a tax-deferred commuter benefit program. Will I be able to continue that through HR Direct Access? Our payroll partner, ADP, offers a commuter benefit program in many cities. Once you are active in HR DirectAccess on March 31, 2012, locate the commuter benefit link within HR DirectAccess to learn more about commuter benefit options. Related System/Process Changes 21. Are Performance Development Plans (PDPs) going away? When will we have guidance on the new performance review process? Currently, chapters use a variety of performance management systems for employee development. During the next fiscal year, our goal is to bring all units onto a common platform, with a unified performance management system. The new tool will allow for alignment in goal setting, performance measurement, and career development. 5

6 22. What is Concur? Concur is the organization s travel and expense reimbursement system. Concur will be implemented for the chapter network at the same time as the migration to HR DirectAccess. The system features travel reservations through a centralized source, and web-based expense reimbursement. For more information on Concur, see the travel site on Cross Net. 23. How will employees get reimbursed for business use of personally owned vehicles? These expenses, along with other local expenses like approved meals, will be reimbursed through the Concur system. 6