Policy Comparison Chart

Process/Policy Impact with My Webster implementation

Employee Self-Service/Enterprise HR/Payroll

Current: CARS ID used to identify employee.

New: Same – no additional employee ID.

Current: New hire orientation includes completing manual paperwork on personal information, taxes, direct deposit, benefits.

New: New hires will now complete tax withholding, direct deposit, benefits online

Current: No specific deadline communicated for employee record forms (ERF)

New: Departments will need to submit ERFs the Friday before the pay period begins with rare exception, e.g. for involuntary terminations.

Current: All new hire/benefit orientations scheduled for each individual.

New: New hires will be expected to complete their I-9 Employment Eligibility Verification form on hire date, but will choose a follow up new hire/benefit orientation based on the schedule.

Current: Manual request and update of personal information such as address, phone number, emergency contacts.

New: Online employee update of personal information such as address, phone number, emergency contacts. NOTE: this is for employment relationship versus for educational relationship with University.

Current: Manual request and update of direct deposit and tax withholding.

New: Online employee update of direct deposit and tax withholding.

Current: Online check statement in Connections.

New: Online check statement in Employee Self-Service.

Current: Position titles may include department references.

New: Most department references were removed from position titles.

Current: Part-time employees assuming full-time employee position required to wait 60 days from change in status for time off eligibility.

New: Full-time equivalency will be used to determine time off effective date and initial training date.

Current: Payroll made through direct deposit or manual checks mailed to address of record for faculty/staff.

New: Same, though Direct deposit is strongly advised. Manual checks will be mailed to address of record of faculty/staff.

Benefits/Health & Welfare

Current: Manual enrollment in benefits.

New: Online enrollment in benefits

Current: Only visibility of benefit elections based on deductions withheld.

New: Full visibility of benefit elections including who is covered and coverage level, specific eligibility and expected deductions.

Current: Coordination with HR on dependent verification, personal health applications.

New: Same.

Time & Attendance/Enterprise eTime
Worked Time–Staff Hourly

Current: Manual time sheets
- Entries usually on the hour/half hour, rounding to quarter (7 minutes grace)
- Hourly time submitted each pay period
- Employees correct time sheet manually
- Reviewed by supervisor end of pay period
- Manual calculation of worked and non-worked time daily and weekly with manual adherence to state and federal laws.

New: Electronic/Online timesheets
- Entries exact, rounding to quarter (7 minute grace)
- Hourly timestamp daily
- Corrections for hourly employees submitted for update by eTime editor
- Reviewed by administrator/supervisor no less than weekly and end of pay period, flexibility to review as needed
- Electronic, rules-based calculation of worked and non-worked time daily and weekly in accordance with state and federal laws.

Current: Meal break handled inconsistently
- Document at least 30 minute lunch
- Allowed break in conjunction with lunch and adjust at end of day if needed.

New: Meal break handled consistently
- Assumes 30 minute lunch for FT employees (except CA).
- If supervisor approves no lunch, must be cancelled online by administrator or supervisor/editor
- PT/TMP/CA employees or if lunch is longer than 30 minutes, must time stamp.
- If lunch is less than 20 minutes, must track for pay
- Same, but if doctors appointment, off-site or unknown timing, must track actual lunch break.

Current: Manual schedule
- Manual tracking of attendance
- Adjust schedule to accommodate late arrival/departure but no reflection on time sheet.

New: Online schedule
- Allows visibility to time worked or absent to schedule
- Adjust schedule to accommodate late arrival/departure due to timestamp on timesheet
- Allows supervisor/manager to watch for incidental overtime
- Facilitates time off requests and time taken.

Time & Attendance/Enterprise eTime
Non-worked Time - Staff

Current: Vacation, sick and personal holiday hours awarded based on tenure and role.

New: Same

Current: Vacation anniversary effective January 1 after employment.

New: Same

Current: Vacation Rollover limited to two weeks at turn of year.

New: Vacation rollover limited to five weeks at any time. Once 5 weeks reached, on-going accrual will stop until time is taken so employees should actively schedule time off.

Current: Accruals manually added for full year on Jan 1 and adjusted if terminated
- Employees take time before technically available, but reflected as a positive decrement
- Information often not online until February.

New: Accruals electronically added each pay period
- Employees can take up to two weeks as a borrow against future time
- Information up-to-date including future projections.

Current: Manual time off reporting
- Hourly: reflected in coding on timesheet turned in bi-weekly.
- Salaried: reflected on exception form for previous month turned in following month.

New: Online time off reporting
- Request in advance with manager approval and recorded in actual pp
- Employee and supervisor approval for previous period each pay cycle.

Current: Time off sometimes based on schedule.

New: Time off always based on schedule
- Salaried employees in full-day increments unless on leave
- Hourly employees for scheduled hours/days in 15 minute increments
- Includes University closures, leave of absences and Webster holidays
- Reminder, there is no “comp” time.

Current: No tracking of regular time used for professional development. Hourly employees paid while in transit to professional development.

New: Online tracking of regular time used for professional development (salaried employees only record against regular schedule).

Current: Time off approved for special recognition such as achieving a fund raising goal is recorded as “Administrative Leave.”

New: Coded as “Closure” so that it will count towards overtime hours calculation. Administrative Leave does not count towards the accumulation of overtime hours.

Current: New hires earn vacation and personal day after 6 months.

New: New hires earn vacation and personal day after 2 months.

Current: Rehires awarded vacation on all prior service.

New: Rehires awarded vacation on all prior service if rehired within 1 year.

Current: New hires earn sick time pro-rated for full year after 60 days.

New: New hires earn annual sick time if hired before July and half annual sick time if hired after July.

Current: Leave of absence time off tracking manual.

New: Leave of absence time off tracking online.

Overall HR/PR Systems impact
Students

Current: Manual time sheets
- Entries usually on the hour/half hour, rounding to quarter hour (7 minute grace period
- Hourly time submitted each pay period
- Employees correct time sheet manually
- Reviewed by supervisor end of pay period.

New: Electronic/Online timesheets
- Entries exact, rounding to quarter (7 minute grace period)
- Hourly timestamp daily
- Corrections for hourly employees submitted for update by eTime editor
- Reviewed by administrator/supervisor no less than weekly and end of pay period, flexibility to review as needed.

Current: Students maintain time sheet in each department/position.

New: Students maintain one online timesheet and transfers to separate department/job/rate/supervisor.

Current: Manual schedule
- Manual tracking of attendance.

New: Online schedule
- Allows visibility to time worked or absent to schedule.

Current: Students and Supervisors manually track amount earned toward federal work study grant limits.

New: Students and Supervisors will have online tools to help manage federal work study limits.

Current: Students schedule limited to 20 hours weekly, except in summer.

New: Same, though if exceed 40 hours and multiple positions, overtime will be charged to the additional position.

Current: Manual request and update of personal information such as address, phone number, emergency contacts.

New: Online student update of personal information such as address, phone number, emergency contacts. NOTE: this is for employment relationship versus educational relationship with University.

Current: Manual request and update of direct deposit and tax withholding.

New: Online student update of direct deposit and tax withholding.

Current: Online check statement in Connections.

New: Online check statement in Employee Self-Service.

Current: Students request manual updates to student loan deductions through Payroll.

New: Students make own online updates for student account payments.

Current: Payroll made through direct deposit or manual checks picked up at Bursar’s Office.

New: Direct deposit is strongly advised. Manual checks will be mailed to address of record for ALL employees, including students.