Peoplesoft Security Access Form

Policy

• 90 Day Password Expiration:  Columbia University requires that all users of the PeopleSoft application change their password every 90 days.
• Restriction from Accessing Your Own Job Record: You are not allowed to view your own job information in Manager Self-Service; your supervisor must generate any PAFs that are required for your position.

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System Access and Availability

Manager Self Service ID and Password

• To place a new access request or to change or terminate access, please submit the PAC Security Access web form. Please contact pac-security@columbia.edu with questions about your access or to check the status of a new access request.
• Once you have been approved to access Manager Self-Service, log in with your UNI and Password. You do not need a different ID—only your UNI.

Changing Your Password

• To change your password: Go to the password change web page at https://www1.columbia.edu/sec/acis/manageaccount/passwd.html.
• More Information: For more information about changing your password and which other applications the password change will affect, contact PAC Security at pac-security@columbia.edu.

PAC Self-Service Hours of Application Availability

• The application is available on weekday evenings.
  PAC will continue to reserve the right to bring the system down for hardware and software maintenance on a Saturday or Sunday, but this should not happen frequently, and when it does, it will be announced to users in advance by posting a notice on the "My Columbia" portal.
  
• The Application will NOT be Available during these periods:

Monday, Tuesday, Wednesday, Friday, and Saturday: 1:00 a.m. – 3:00 a.m.

Thursday: 1:00 a.m. – 3:00 a.m. and 5:00 p.m. – 7:00 p.m.

Pay Run Dates: 1:00 a.m. – 3:00 a.m. and 5:00 p.m. – 7:00 p.m. (often Tuesdays)

• IMPORTANT: We usually run a payroll each Tuesday but please note that the monthly payroll can fall on any day of the week and all payrolls are affected by University holidays. Refer to Pay Calendar in the TIG to determine which days of the week are Pay Run Dates in a given month.

Note: PAC will continue to reserve the right to bring the system down for hardware and software maintenance on a Saturday or Sunday, but this should not happen frequently, and when it does, it will be announced to users in advance by posting a notice on the "My Columbia" portal.

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Viewing Employee Records

For complete information about viewing employee records, consult:

• Manager Self-Service Guide (PDF/Word)
• REVISIONS to Manager Self-Service: December 2008 (PDF)

The Guide and other important reference materials are also available on the Administration Tab in the MyColumbia portal (http://www.my.columbia.edu/) under Tools and People @ Columbia — Self Service.

Note: Faculty who have a zero salary appointment at Columbia do have access to Faculty & Staff Self-Service.

Viewing Short-Term Temporary (Casual) Staff

You are now able to view Short-Term Temporaries in your department. Please use the PAF to make changes to their personal (except for addresses or phone number changes) or position information (including terminations), submit the PAF using your current approval process for these types of employees.

Viewing Non-Active Faculty & Staff

On the Employee List, only active Faculty & Staff are displayed because otherwise over time there would be thousands of people listed for each department and it would take a significant amount of time for you to find anyone. To view Faculty & Staff that are not active (e.g. on a Leave of Absence, Terminated, etc.):

1. Go to the Employee List on the first page of Manager Self Service
2. Change the date to one day before the non-active status went into effect (e.g. Mary went on a Leave of Absence on 10/15/2007 so you would enter 10/14/2007)
3. Press the Go button, the Employee List will refresh, displaying the active employees as of that date
4. Click on the employee’s name and her information page will display (where you can generate a PAF)

Viewing Employee Pay for an Employee with Multiple Positions in Different Departments

Faculty & Staff with multiple positions in different departments receive a single check with their total pay from all departments. Only the DA that administers the employee’s primary position will be able to see the check in the check register. Thus, if you believe that someone might have been overpaid, please check with the HRPC Help Desk to verify that they do not have a position in another department.

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Using the Active PAF Form

Active PAFs: Generate your Active PAF’s from PeopleSoft. Non-PeopleSoft Active PAFs will not be processed. They will be returned to you.

1. Print Active PAF Form: In Manager Self Service, after you select a specific Faculty & Staff member, the Employee Information page will appear and the Generate a PAF link is on the bottom right side of the page. When the PAF appears, click on the icon of a printer in the top right corner of the web browser tool bar. (Note: you should have Adobe Acrobat Reader 6.0 installed to print the form properly.)
2. Print/Type Information Directly on the Form: After you print the Active PAF, you should put a diagonal line through the text you are changing (this way the original information is still legible for the reviewer/approver), then print/type changes directly on the form.
3. Verify Form is Complete: Please take a minute to proof your form by verifying that the information is correct and that all of the appropriate fields have been completed. Please make sure that all fields that are supposed to have information are complete (e.g. educational information, “A” for permanent residents). If the fields are blank, please add the missing information before submitting the form, otherwise it will be returned to you to complete.
4. Print and Sign the Form: Once the changes are complete, sign the PAF, then route it to the appropriate office for approval. Important Note – The online PAF reflects the information from the prior day. In other words, if you change an employee’s address online or if we enter a correction on his/her record, you will not see it until the next morning. This is because the table that provides the information to the PAF report only updated once each day in the nightly batch process.