 |
 |
|
|
|
|
|
PennCard Information PennCash Information General Information |
|
DATE: September 22, 2008 TO: Payroll Administrators and HR Managers FROM: The PennCard Center RE: Improving the timeliness of issuing PennCards to new employees Last fall, Business Services and ISC jointly launched a project designed to improve processes and systems associated with issuing PennCards. As part of that effort, the project team engaged in numerous interviews, as well as a number of focus group sessions with constituents and customers across campus. Feedback from various sessions indicated that the inability of new hires to receive a PennCard until the day following their start date presented difficulties for many departments across campus. We are pleased to announce that the project team has recently completed software modifications that will address this issue, thereby significantly improving the onboarding process. The enhancement now enables new employees to obtain a PennCard within one business day after the payroll record (Personal Data, Job Data, and Payroll Distribution Information) has been entered into the Payroll/Personnel system by the hiring officer. This allows new hires to receive their PennCard on or even before their start date, depending on when their information is entered into the Payroll/Personnel system. PennCard issuance for employees is not dependent on the minimum record indicator changing from “TX” to “OK.” However, collection and submission of the appropriate W-4 and I-9 documentation to HR Records, in compliance with standard payroll and HR procedures, is still required in order for employees to get paid. Please note that the existing HR and payroll procedures associated with the new hire process have not changed. It is important that hiring officers continue to be conscientious in following standard data entry procedures for new hires, including due diligence with respect to collecting I-9 and W-4 documentation. Please refer to the Payroll/Personnel User Guide, available on Penn’s Financial Training Department website at http://www.finance.upenn.edu/ftd/Documentation/Payroll_Sec_1_Overview.pdf for complete information on payroll data entry. Many departments already enter payroll information and collect required documentation for new hires prior to their start date. These departments will see an immediate improvement in their onboarding process, as new hires are now able to obtain their PennCard on or before their first day of work. We believe this new feature will be of benefit to all departments and wish to extend special thanks to those across campus who assisted the project team by actively participating in our Advisory and Focus group sessions. Please e-mail penncard@exchange.upenn.edu if you have any questions, or if you require additional information. |
|
 |