How to prepare for myEMS (PeopleSoft)

 

 

With the myEMS (PeopleSoft) (opens new window) implementation, there are a number of processes that will change. Click through the links below for instructions on how to enter your requests for fiscal year 2014/2015 and for 2015/2016.

Fiscal year 2014/2015:

Fiscal year 2015/2016:

 

A graphic illustrating what actions you need to take based on various scenarios has also been developed.

Important information:

icon of document

Summary of what is changing regarding

Leave, overtime and schedule changes

(PDF, 560 KB)

 

*** Fiscal Year 2014/2015 ***

Paid leave or leave without pay for 6 days or less

  • Enter all leave requests in Paperless Office as usual;
  • Ensure your manager has approved your leave request by CoB March 31, 2015.

If you did not submit your leave request in Paperless Office or if your request was not approved by your manager by CoB March 31, 2015, you will be required to:

Compensatory time

  • Enter all overtime requests into Paperless Office as usual;
  • Ensure your manager has approved your overtime requests by CoB March 31, 2015.

If you did not submit your request(s) in Paperless Office or if your request was not approved by your manager by CoB March 31st, you will be required to:

  • Submit such requests to the Compensation Services no later than April 3, 2015 to ensure your leave balances are correctly transferred to PeopleSoft.

Paid overtime

  • Enter all overtime requests into Paperless Office as usual;
  • Ensure your manager has approved your overtime requests by CoB March 31, 2015.

If you did not submit your request(s) in Paperless Office or if your request was not approved by your manager by CoB March 31st, you will be required to:

  • Submit your requests via the Compensation Web Applications (CWA). Click on Pay – Statement of Earnings (Pay Stubs) and Tax Slips, then Extra Duty Pay (EDP).

For further instructions on how to submit a request, please refer to the appropriate CWA-EDP Module:

Note: an employee cannot submit an EDP request if their manager has not created their profile in CWA.

Additional hours (part-time employees)

  • Enter all additional hours requests into Paperless Office as usual;
  • Ensure your manager has approved your additional hours requests by CoB March 31, 2015.

If you did not submit your request(s) in Paperless Office or if your request was not approved by your manager by CoB March 31st, you will be required to:

Work schedule and Alternate Working Arrangements (AWA)

  • Enter all schedule changes that have an effective date beginning prior to April 1st 2015 into Paperless Office;
  • Ensure your manager has approved your schedule change request by CoB March 31, 2015.

Note: Schedule changes that have an effective date that is beyond March 31st are NOT to be entered in Paperless Office even though Paperless Office permits this. These changes will not be reflected in myEMS (PeopleSoft). In other words, any 2015-2016 schedule change entered in Paperless Office will have to be re-entered into myEMS (PeopleSopft) as they won’t be converted.

*** Fiscal Year 2015/2016***

Paid leave or leave without pay for 5 days or less

Until April 12th:

As of April 13th: Enter your 2015-2016 leave request(s) into myEMS (PeopleSoft) (opens new window) – leave requests previously approved as well as those for approval.

*Note: Approved paper copy forms can be destroyed once the leave requests have been approved by your manager in myEMS (PeopleSoft) (opens new window).

Compensatory time

Until April 12th:

  • Hold on to your compensatory overtime requests until the launch of myEMS (PeopleSoft).

As of April 13:

 

Paid overtime

As of April 1st:

  • Using myKEY, submit paid overtime requests by using the Compensation Web Applications (CWA). Click on Pay – Statement of Earnings (Pay Stubs) and Tax Slips, then Extra Duty Pay (EDP).

For further instructions on how to submit a request, please refer to the appropriate CWA-EDP Module:

Note: an employee cannot submit an EDP request if their manager has not created their profile in CWA.

Additional hours (part-time employees)

As of April 1st:

Work schedules and Alternate Working Arrangements (AWA)

Until April 12th:

As of April 13th: Your manager will be responsible for entering the 2015-2016 schedules directly into myEMS (PeopleSoft) (opens new window) with the exception of an increase or decrease in weekly hours.

*Note: Approved paper copy forms can be destroyed once the leave requests have been approved by your manager in myEMS (PeopleSoft) (opens new window).

Increase or decrease in weekly hours

Starting April 1:

Employee must complete a Work Schedule (HRB5026) (PDF, 278 KB) (opens new window) form to request a schedule change with an increase or decrease in their weekly hours and submit to their manager for approval. The completed and signed form must be sent to Compensation and Benefits Service Centre for processing.