Systems FAQs

General


I’ve heard of the MyWay project, what is it?

MyWay is a project to consolidate the HR, Payroll and Benefits data and business processes for the entire Hackensack Meridian Health network onto one system. That system, PeopleSoft, has been known within the network as MyWay for many years. Some advantages of MyWay for HMH include:

  • Improved self-service so team members can see and update more of their own data
  • More data fields and combinations of fields, for more accurate and complete reporting
  • Leaders will be able to see all of their team member data in one view, with more paperless processing and visibility as to the status of requests
When will we see the impact of the MyWay project?

MyWay is available now! You will use it to complete Open Enrollment, with or without assistance from a Farmington Counselor, between now and November 16.

In addition there are a number of transactions you can perform yourself in MyWay, and more will be available in the coming months. Go to TeamHMH.com/ to find announcements and links for more information. We also have volunteer team members, or “MyWay Liaisons”, as your local points of contact around the HMH community. Please ask your leader who your liaison is and feel free to communicate questions or feedback about MyWay to that liaison.

How can I learn more about the MyWay project?

In addition to the TeamHMH site where you can find announcements and links for more information, we also have volunteer team members as your local points of contact.

You will find a number of these “MyWay Liaisons” around the HMH community. The liaisons will be in touch with the project team and will be receiving and disseminating information. Please feel free to ask a Liaison any questions about the project. There will also be a variety of communications coming out about MyWay and Open Enrollment through avenues like the Culture Circle, newsletters, emails, team huddles and FAQ sites like this one. The project team is working with the MyWay Liaisons, HMH Communications and HR departments to get the word out to everyone.

I have a question about the MyWay project, who do I ask?

If you have a question, reach out to your liaison for new information and help finding support people, videos and other resources. You can also check Frequently Asked Questions (FAQs) on TeamHMH.com or send questions to ATN@HackensackMeridian.org anytime.

Will I be issued a new Team Member ID in MyWay – PeopleSoft? Will we need to get new ID badges?

All team members who were new to the MyWay – PeopleSoft platform as of October 1, 2018, were issued a new team member ID when we moved to MyWay. This number will not impact your ability to enroll in benefits, as it is different from your Network User ID. Local security teams will begin reissuing ID badges in the first quarter of 2019. Your current badge will continue to work until it is replaced.

I can’t remember my Network User ID and/or password. Who should I call for help?

In this case, and for all other questions related to accessing MyWay – PeopleSoft, please reach out to your local IT helpdesk. The help desks will be handling a larger than usual amount of requests as we go through open enrollment, so the earlier you reach out with any issues, the easier it will be for everyone. Please act now if you are having any issues by reaching out to the following help desks based on your location.

  • Hackensack University Medical Center: 551-996-4357 Ext. 4357
  • JFK Medical Center: 732-321-7000 Ext. 68700
  • Meridian Entities: 732-776-3333 Ext. 3333
  • Palisades Medical Center: 201-854-5000 Ext. 5524
  • Raritan Bay Medical Center: 732-324-5029 Ext. 5029

Payroll


I have a question regarding my paycheck. What should I do?

If you have any questions regarding your paycheck, hours worked, or anything else related to payroll processing, please contact your leader before submitting a ticket or escalating the issue elsewhere. Your leader will answer any questions and address any issues. If they are unable to answer your question, or if your issue requires further escalation, they will escalate it to the proper department.

My pay was incorrect and is less than it should have been. When will I receive the rest of my pay?

Payroll will be running off-cycle paychecks to reconcile all approved adjustments next week. When your off-cycle adjustment is processed will depend on when it was submitted.

My pay was more than it should have been. How will this be corrected?

Any negative adjustments to a paycheck, which would only take place if you were paid more than is accurate, will be deducted from your next regularly scheduled paycheck.

Why am I just now seeing the spousal and/or tobacco surcharge being deducted from my paycheck?

All team members who identified themselves during Open Enrollment as tobacco users or as having a spouse with other healthcare coverage will begin to see the tobacco and/or spousal surcharges starting this pay period (pay period 8). The surcharges are fees and therefore will be deducted from paychecks as necessary post-tax rather than as pre-tax benefits.

What do the 401k deductions mean on my paycheck?

Please see the below breakdown of definitions regarding 401k deductions:

  • Before-Tax Deductions
    • 401K EE: This reflects the amount of contributions subject to the 100% HMH match
    • 401k EE: This reflects the amount of contributions above the 100% HMH match amount
  • Employer Paid Benefits
    • 401KEE: This reflects the amount HMH has matched at 100%
    • 401kEE: This reflects the amount HMH has matched at the 50% match rate
  • After Tax Deductions: This reflects the amount of any ROTH contributions you may have.

For more information regarding HMH matching and retirement deductions, please visit TeamHMH.com/Retirement.

Why do PTO Hours no longer count towards total hours worked?

This is a part of the new PTO policy which takes effect this pay period. According to the new policy, PTO hours no longer count towards hours worked, and therefore may affect when overtime is paid. You can see the new PTO policy on TeamHMH.com/policies.

Why do I not see a direct deposit in my bank account?

If you do not see a direct deposit in your bank account, but you do see your pay statement in “View Paycheck”, please go to “Direct Deposit” tab on the left hand side when you click the My Payroll Tile. Please check to see that your direct deposit information is accurate and set up correctly.

If there is no direct deposit set up, that means a live check would have been processed. As previously communicated, live checks are mailed from ADP HQ in Atlanta, GA, and you can expect to your check within 3-5 days. Please be sure to update your direct deposit in MyWay-PeopleSoft immediately so it is corrected for the next pay check. If there is direct deposit information listed, but the account information is inaccurate, please contact payroll at 732-509-5500 to notify them and then go in and correct your account information.

What are the advantages of moving all HMH payroll processing to MyWay – PeopleSoft?

Moving all HMH payroll processing to one system greatly simplifies and streamlines the pay process. Bringing all team members onto the MyWay system also allows everyone to use MyWay to do things like track their pay, track and request PTO time, adjust their W4, change their direct deposit accounts and direct their pay to more than one direct deposit account if desired.

What is the first payroll period in which MyWay-PeopleSoft will be used?

HMH will be processing network-wide payroll out of MyWay-PeopleSoft with the pay period that starts on Sunday, March 24 and ends on Saturday, April 6. That means the first payday using the new system will be on Friday, April 12.

Is it true that HMH will no longer issue paper paychecks after we move to the new MyWayPeopleSoft system in April 2019?

HMH will soon be moving to a paperless pay system, but there will be a grace period for team members to enroll in direct deposit or pay cards. Those team members who currently receive a paper check will continue to do so until they enroll in direct deposit or the pay card system, which must happen before June 2019.

Will there be a change in how and when I receive my paper paycheck after we move to the new MyWay-PeopleSoft system in April 2019?

Yes, paper paychecks will now be mailed from the ADP office in Georgia to team members’ homes, so please make sure you have updated your home mailing address in MyWay-PeopleSoft to ensure your paycheck is being mailed to the correct address. Additionally, because paper paychecks are now being sent from Georgia, please note that it may take three to five days after the scheduled payday for you to receive your check. To avoid any gap in time between payday and when you receive your check, HMH strongly encourages all team members to enroll in direct deposit or the pay card program as soon as possible.

What is a pay card?

A pay card is pre-loaded with your net pay on paydays and can be used like a debit card. If you still need to write paper checks, you will have access to unlimited blank checks linked to your pay card that you can use for everyday transactions.

How do I sign up for direct deposit?

If you already have direct deposit, you will continue to have it and do not need to take action. Starting on Monday, March 18, you can enroll in direct deposit on your own via MyWay–PeopleSoft. Just go to the “My Payroll” tile in MyWay and click on “direct deposit”.

How do I sign up for a pay card?

To request a pay card, please reach out to the Payroll Department using one of the following methods:

  • Submit a case through MyWay–PeopleSoft. Simply login to MyWay, click the Team Member Service Center tile and select Submit a Question to Payroll. This is the preferred method of outreach and allows the Payroll team to track the status of questions/requests and take action more quickly.
  • Send an email to payroll@hackensackmeridian.org

Requests for pay cards received by Wednesday of each week will be ready for pick-up at a designated location (one of the main offices) on Thursday of each week. Alternatively, you can always pick up from the new Payroll location at 2163 Oak Tree Road in Edison, effective March 18, 2019. The pay card program details and fee schedule can be found here.

I currently have my paycheck split, some going to direct deposit and the rest as a paper check. Will this be affected by the transition?

Team members who currently have a split between a paper check and direct deposit will receive their entire pay via direct deposit starting with the April 12 payday. Moving forward, split payments of paper check and direct deposit will no longer be permitted.

If HMH is going to a paperless payroll process, will we still be able to view our paystubs?

Yes, team members can go to MyWay–PeopleSoft to view their paycheck online, or visit the ADP website at any time to access or print copies of their paystubs. The link to ADP can be found under the Team Member Quick Links tile on MyWay–PeopleSoft. You will need your paycheck data from MyWay to register for IPAY. You will be able to register for ADP IPAY starting April 12, 2019. Registration instructions can be found here.

How will I access my prior pay statements and W-2s after my payroll processing switches to MyWay–PeopleSoft?

The current systems used to view pay statements and W-2s will be retired within two months of the payroll transition. If you wish to retain copies of your prior pay statements or W-2 forms it is recommended that you access them in the current system as soon as possible and download or print copies.

Who do I contact if I have questions about my paycheck, timekeeping or scheduling during this transition?

Team members who have questions should reach out to the Payroll team. To do this, you have several options:

  • Submit a case through MyWay–PeopleSoft. Simply login to MyWay, click the Team Member Service Center tile and select Submit a Question to Payroll. This is the preferred method of outreach and allows the Payroll team to track the status of questions/requests and take action more quickly.
  • Send an email to payroll@hackensackmeridian.org.
Why does my paycheck seem to show that I am paying for certain benefits I thought were free, like life insurance?

Certain things on your paycheck – like Medical, Dental, Vision and 401k contributions – are self-explanatory. However, other things like Group Term Life Insurance or Long-Term Disability, fall under the category of “imputed income” and are a little different. Imputed income is the value of a service or benefit provided by HMH to team members, which the IRS considers taxable income. These amounts are not being deducted from your paycheck – again, the amount listed is just the value of HMH’s contribution that is treated as income by the IRS, therefore it is added to your gross pay. The amount of imputed income is based on a few different factors. First, it only kicks in when the service or benefit provided by HMH exceeds a certain amount ($50,000). From there, it is based on a calculation of team member age and monetary value (again, beyond $50,000).

Timekeeping


I recently enrolled at one of the KABA clocks. When will we start using them to clock in and out?

The KABA clocks will go live on Sunday, March 24. Until then, you should continue to use your current timekeeping system.

When should I stop using the time clock I currently use?

Saturday, March 23 should be the last day the old clocks are used. That means:

  • Team members who are working on Saturday, March 23 but ending their shift before 12:00 am should punch in and out using the current clocks.
  • Team members who start their shift on Saturday, March 23 but won’t punch out before 12:00 am should not punch in on Saturday, March 23. Instead, those team members should punch in after 12:30 am but before their shift ends on Sunday, March 24, using the new KABA clocks and have their leaders enter the time difference from when they would have punched in at the start of their shift.
  • Starting Sunday, March 24, the current time clocks will be deactivated and the new KABA clocks will be activated. Team members must use the KABA clock to clock in/out from that point forward!

Instructions for using the KABA clocks can be found here.

I don’t use a time clock but I do enter my time using a computer. How will that change when the KABA clocks go live?

Team members who currently enter time using a computer will continue to do so once the KABA clocks go live. However, you will start using the web clock functionality in MyWay–PeopleSoft starting Sunday, March 24. Instructions for using the web clock will be available here starting the week of March 18.

I don’t use a time clock but I do enter my time using telephone time entry (IVR). How will that change when the KABA clocks go live?

Team members who currently enter time using a telephone will continue to do so once the KABA clocks go live. However, you will start using the telephone time entry functionality within the KABA system, starting Sunday, March 24. Instructions for using the KABA telephone system will be available here starting the week of March 18.

Do team members who need to record an “Exempt Present Punch” when they clock in/out need to enroll in the KABA clocks?

Yes. This applies to exempt team members in certain long term care facilities who, for compliance reasons, need to report their presence. “Exempt Present Punch” does not track time, it is just a head count. Exempt team members who are not required to record “Exempt Present Punch” for compliance reasons must only enroll if they have additional jobs (secondary, tertiary, etc.). This does not apply to physicians. Physicians will not be using any time collection device and will report their hours via the Physician Time Study Report.

How do team members on a leave of absence enroll for the KABA clocks?

Team members currently on a leave of absence should be enrolled on their first day back at work.

Which team members need to enroll in the KABA clocks?

All non-exempt team members, as they are paid by time worked as opposed to exempt team members who are paid by schedule. Please note: There may be some exempt team members who have secondary or tertiary jobs in which they are paid by time worked. In that case, they will need to enroll as they must clock in/out for these secondary jobs.

How long does the process take per team member?

This process typically takes no longer than 2-3 minutes and requires no prep time other than to have your MyWay–PeopleSoft employee ID on hand. It couldn’t be easier!

How do I find my MyWay–PeopleSoft employee ID?

For the KABA clock enrollment, you will need your MyWay – PeopleSoft employee ID, also called your Team Member ID.

You can find your employee ID on MyWay – PeopleSoft by following these simple steps:

  1. Log into MyWay – PeopleSoft
  2. Click on “Team Member Service Center”
  3. Locate “Empl ID”, which is located next to your name in the middle of the page, directly on the “Submit A Question to Human Resources” form
What happens if I tried 3 times and the quality is still poor?

Ensure the scanner is clean. Team members may experience difficulty if their hands are cold or if they currently injured their hand. Retain a listing of all team members where this occurred and send to the Payroll department at payroll@hackensackmeridian.org

Can team members use the MyWay–PeopleSoft web clock instead of the KABA clock if they work at a PC?

Yes. In fact, it is preferred those team members use the MyWay–PeopleSoft web clock. However, it is recommended they enroll in the KABA clocks anyway, for those times MyWay is not available (for example: during system upgrades, the payroll go live, system patches, etc.).

Will the KABA clock store an image of my fingerprint?

No. The KABA system does not store your fingerprint. It stores different measurements of your finger and converts that data into a secure code specific to your MyWay – PeopleSoft employee ID number. The data cannot be reproduced to show a fingerprint image. 

Will my personal information be at risk when we switch to biometric clocks?

Protecting the personal identity information of our team members is, and always will be, a top priority for HMH.

The new KABA biometric finger scan is a timekeeping system that uses your MyWay – PeopleSoft employee ID number, along with a finger scan, to help verify and secure your personal information to ensure that someone else isn’t using your MyWay – PeopleSoft employee ID number to use the time clock.

A few things to note:

  • The KABA system does not store your finger print. Instead, it stores different measurements of your finger and converts that data into a secure code specific to your MyWay – PeopleSoft employee ID number.
  • HMH does not share that data, period. This includes with any state or federal agencies.
  • The data cannot be reproduced to show a finger print image.

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Questions or comments about All Together Now can be sent to ATN@hackensackmeridian.org

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