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*REMINDER*Department Activity Questionnaire Due COB Tomorrow

HR/Payroll Operations Transitioning Back to AAOU SSC

WE HAVE SOME VERY IMPORTANT INFORMATION TO SHARE...I APOLOGIZE IN ADVANCE FOR THE LENGTHY MESSAGE BELOW.

TO ENSURE A SMOOTH TRANSITION OF RESPONSIBILITIES FROM YOUR DEPARTMENT BACK TO THE AAOU SSC, PLEASE READ ALL OF THE INFORMATION BELOW THOROUGHLY AND IN ITS ENTIRETY, AND TAKE THE NECESSARY ACTIONS AS SOON AS POSSIBLE:

Good Afternoon AAOU SSC Departments!

The AAOU SSC will be fully staffed as of Monday, May 8th 2023. We are planning to begin the transition of departments back to shared services full operations using a phased in approach over the course of the next 4-12 weeks. The goal is to have all departments resume full-service operations by the end of July 2023. 

We anticipate four (4) phases of re-onboarding with the first phase commencing as early as PR-2023-026, and the final phase with PR-2024-003.

The first step in our re-onboarding plan, is to complete an audit of all department activity that has occurred starting with PR-018 (the first period departmental staff took on the HR/Payroll duties) through the current period (PR-023) to verify all required reports, files and supporting documentation has been appropriately saved to the shared Google Drive folder(s). 

Our audit will determine which departments are ready to be phased back into shared services full operations, and those with no outstanding items will be prioritized to resume full-services in the earlier phases.

As we begin our audit we will be contacting departments individually to inform you of your department's current status, expected re-onboarding timeline, and to advise of any outstanding items required and due date, before re-onboarding can occur for your department.

IT IS VERY IMPORTANT THAT ALL REQUIRED FILES AND SUPPORTING DOCUMENTATION IS SAVED FOR ALL TRANSACTIONAL ACTIVITY, TO ENSURE UNIVERSITY AUDIT COMPLIANCE AND ADHERENCE WITH RECORD RETENTION POLICIES. 

Please take some time as soon as possible, to review your department's activity during the period of PR-018 through PR-023 and ensure all files are up to date, and all supporting documentation has been saved to the appropriate folders on the shared Google Drive (i.e Time Entry folders for all time entry actions and reports, Personnel folders for all personnel changes, such as new hires, terminations, pay rate changes, etc). 

Upon completion of our audit, we will contact you and there will be a very quick turnaround to provide any outstanding items at that point, so ensuring everything is in working order now, will help streamline the process for all involved.

To help you prepare for the audit of your departments activity and related files:

Please make sure the following items are accounted for (items with an asterisk* are only required to be saved if the report was applicable to your department, or if your department had such activity); i.e. a department that does not have any benefit eligible employees will not have a Detailed Leave Report available to save). Items not marked with an asterisk* are required for all departments (i.e. all departments should have a Time Entry report and Completed Report saved):
  • Time Entry Reports for PR-018 through PR-023
  • Detailed Leave Reports* for PR-018 through PR-023
  • Time Entry BURST Reports for PR-018 through PR-023 which include:
    • Completed Report 
    • Error Report*
    • Data Alert Report*
    • Incomplete Report*
    • Submitted Report*
  • Time Entry Adjustments (if applicable):
    • Paper Timesheets*
    • Pay Schedules*
    • Payroll Adjustment Forms*
    • Time Entry Correction Forms*
  • Preliminary Gross Pay Report for PR-018 through PR-023
  • Final Gross Pay Acknowledged in PeopleSoft HR System for PR-018 through PR-022
  • Personnel Files Updated for any of the following actions:
    • New Hires*
    • Terminations*
    • Leave Payouts*
    • Pay Rate Changes*
    • Personnel Changes*
    • Payroll Advances*
In addition to the above, please complete the questionnaire linked below, no later than COB, Thursday, May 11, 2023:

If you have any questions for us in the interim, please submit a General Inquiry RT Ticket, and one of our team members can further assist you.

We want to take a moment to thank all of you for your partnership, patience and understanding over the past few months. We greatly appreciate each of you, and the temporary roles you have taken on during this transitional period for the AAOU SSC (we understand how challenging this time has been for everyone involved). We look forward to *fully* servicing each of your areas once again, in the coming weeks/months; and to our continued partnership.

Thank you,
AAOU SSC Team

Posted: May 10, 2023, 2:39 PM

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