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PeopleSoft Announcements

News and announcements regarding PeopleSoft HCM (Human Capital Management), PeopleSoft Finance and Employee Self-Service.

January 2021 Payroll Distribution Status 1 of 3 – PEDR AVAILABLE

posted Jan 19, 2021, 11:34 AM by Rhonda Caldwell

January 15, 2021, we sent an announcement asking you to hold off running PEDR reports until notified. This is a follow-up message. The Payroll expense distribution process is now complete. You can now run PEDR reports.

Please wait until the encumbrance calculation has finished before running an extract that includes encumbrances. PeopleSoft Support will notify you when this is ready when Status 3 of 3 is sent.

Status 1 of 3

You are no longer locked out of HCM/ESS (01/15/2021, 9:00 am)

posted Jan 15, 2021, 9:06 AM by Rhonda Caldwell

You are no longer locked out of HCM and ESS. The Payroll distribution process is not yet complete. Please hold off on running PEDR reports until notified.

Time Administration Process to Remain ‘On Hold’ during start of Payroll Distribution:

  • In an effort to improve process performance during payroll distribution, TL_TIMEADMIN will remain on hold. It will be restarted after Encumbrances are completed. Watch for announcement of Payroll Distribution Status 2.
  • Approved Entries made to the timesheet will be processed into payable time when TL_TIMEADMIN is resumed. We expect the impact to timesheet entries to be minimal as the process will be resumed well in advance of the scheduled off-cycle.
If you have any questions or encounter problems, please submit a Service Portal Ticket.

New Oracle Planning and Budgeting Solution Successfully Launched

posted Jan 14, 2021, 6:02 PM by Sally Morton

SDCOE Terry Loftus, Assistant Superintendent and CTO, and the Customer Advisory Board (CAB); Rick Roberts, CAB President and Grossmont Union High School District’s Executive Director, are pleased to announce the launch of our new Planning and Budgeting Cloud Service (PBCS), which has just been released for district use. The new PBCS platform is a modern planning, budgeting, and forecasting solution that has been tailored for our K-12 districts and, as communicated previously, will replace the prior Hyperion budgeting system. 

We have a total of 17 districts that signed up to be part of this initial system upgrade and implementation. They all have successfully been part of this initial launch. SDCOE absorbed the initial implementation costs with no additional costs for maintenance and support for districts currently using PeopleSoft Finance. This also allowed us to take offline and retire the legacy Hyperion budgeting system.

The success of this new budgeting system release was contributed to by the 17 districts that took part in the initial launch and have been an integral part of the implementation team throughout the project. It was truly a collaborative approach that supported district feedback in the system design and system launch.

Additional districts will have the opportunity to join the second phase of implementations later this year for the 2022-23 budget planning cycle.

COVID-19 Absence Codes and Payroll Earnings

posted Jan 14, 2021, 3:37 PM by Barbara Thiss

The COVID-19 Absence Management absence event names or codes (COVID19 FML, COVID19 HRA, COVID19 MED, and COV1D19 TST) only capture the hours employees are unable to work because of COVID-19. These absence events do not send any information to Payroll, i.e. they do not send COVID-19 earnings to Payroll for payment to the employee.

However, PeopleSoft Support discovered positive time (daily, hourly) employees were having earnings generated for their COVID19 FML, COVID19 HRA, and/or COVID19 MED absence events and sent to Payroll. This was caused by an incorrect configuration setting that has been fixed effective 12/1/2020. COVID-19 absences for all employees, including positive time employees, will not generate any earnings for Payroll.

The School Closure Premiums (SCP) earnings code or School Closure Premiums HOURS (SCPH) and School Closure Premiums AMOUNT (SCP$) Time Reporting Codes (TRC) can be used to pay an employee either a flat premium amount or the number of premium hours worked specifically related to COVID-19.

Please refer to the COVID-19 Absence and Pay Processing Guide for additional information.

If you have any questions, please contact PeopleSoft Support by submitting a Service Portal Ticket.

Update on deadline for 1099 reporting changes is 01/15/21 5:00 pm

posted Jan 14, 2021, 3:01 PM by Barbara Thiss

On Friday, January 8, 2021, we reported that there were data inconsistencies in some 1099 reporting for 2020 and extended the deadline for districts to run their reports. The issue has been resolved and you can now run your 1099 reports. Refer to announcement: Changes in 1099 Processing for 2020 sent on Thursday, January 7, 2021.

We ask that if you review the 1099s and find an issue, that you submit a Service Portal ticket by 5:00 pm tomorrow, Friday, January 15, 2021.

We will be printing 1099s next week. We will follow up with you when we know the 1099s will be put in truck mail.

We have also updated the query to use new dates to resolve the issues with the canceled warrants not being included. The prompt is now the Withhold declaration date.

Thank you for your patience while we resolved this issue.

PeopleSoft Support Team is temporarily “holding” all HCM queries scheduled to run during Payroll

posted Jan 14, 2021, 12:13 PM by Rhonda Caldwell

Please refrain from scheduling HCM queries until after Payroll.

At 5:00 tonight, PeopleSoft Support Team will temporarily “hold” HCM queries scheduled by users to prevent interference with payroll processing. These queries will resume their regular schedules on Friday, January 15, 2021 after payroll is confirmed. Any additional queries that are scheduled during Payroll will also be put on hold.

Related announcement: Suspension of nightly HCM processes during payroll processing and distribution (posted 8/15/18)

All users will be locked out of PeopleSoft HCM and Employee Self-Service (ESS) on Thu, 01/14/2021, at 5:00 pm

posted Jan 14, 2021, 12:11 PM by Rhonda Caldwell

At 5:00 pm tonight, Thursday, January 14, 2021, all users' access to PeopleSoft HCM and ESS (Employee Self-Service) will be removed until payroll is confirmed, typically through the middle of the next day. This means you will not be able to access HCM or ESS during this time. You will have access to the system once payroll is confirmed. We will notify your organization's PeopleSoft HCM contacts when access has been returned.

Address updates in Employee Self-Service (ESS) will be changed to “Read Only” tonight 01-11-21

posted Jan 11, 2021, 3:48 PM by Barbara Thiss

We will be changing address update functionality in Employee Self-Service (ESS) to “Read Only” tonight, Monday, January 11, 2021, until W-2s have finished processing. We will put a message in the ESS home page. If employees have an urgent request, we are directing them to their district office.

If you have any questions, please submit a Service Portal Ticket.

Deadline extension for final changes to 1099 to Send Detail Report

posted Jan 8, 2021, 2:31 PM by Barbara Thiss

The PeopleSoft Support team has been made aware of data inconsistencies present in 1099 reporting for 2020. Due to this issue, we are extending the deadline to make final changes to the1099 to Send Detail Report indefinitely. Please do not run the new process steps mentioned in the earlier announcement until we have sent an update.

For those districts who have already run their processes and submitted incidents through the Service Portal, we will run the processes for you again once we have the issues resolved.

We will send out a new announcement stating when you can run the processes again for your records.

Please continue to submit incidents through the Service Portal if you require assistance with 1099 processing preparation or Supplier set-up.

Thank you for your patience.

Changes in Supplier set-up for 2021

posted Jan 7, 2021, 12:57 PM by Barbara Thiss

With the new IRS regulations for Independent Contractors, we have had to make some changes in the Supplier set up to allow for New Employee Compensation 1099s. These instructions are for any Supplier starting after 01/01/2021.

***For the 2020 Suppliers, we have already run a SQL to update Suppliers to add a row and update the “Type” field to either “1099M” or “1099N” (and Default Jurisdiction, if needed).

1. Default Jurisdiction box on 1099 Information screen needs to be checked for new Suppliers created in 2021.

    Withholding Supplier page

2. “Type” field must be either 1099M or 1099N depending on Supplier. New Suppliers entered in 2021 will need Type field to either be 1099M or 1099N and               Default Jurisdiction box checked for one of the rows present. If only one row is present, the box still needs to be checked.

3.  Select the proper Default Class. Default Class 07 is no longer available. Non-Employee Compensation type Suppliers will need to be 1099N types with a Default Class of 01.

    1099 Information input page

If you have any questions, please submit a Service Portal Ticket.

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