USER GUIDE. Payroll Payroll

Transcription

1 USER GUIDE Payroll Payroll Human Capital Management Suite Ormed Information Systems Ltd. Version 1.1 (August, 2013)

2 What s Inside WHAT S INSIDE... 1 INTRODUCTION... 4 ORMED SOFTWARE BASICS... 5 THE ORMED MIS SOFTWARE WINDOW... 5 Sidebar... 5 Main Toolbar: Common Icons... 5 COMMON TASKS... 6 Adding New Entries... 6 Viewing and Editing... 6 Conducting a Quick Search... 7 Conducting a Normal Search... 7 Conducting an Advanced Search... 8 Cancelling an Edit or Refreshing a Window... 9 Deleting Records... 9 Using the Calendar... 9 Changing Your Password PROCEDURES BATCH TYPES REPORTS Adding a Report within the Reports Tab Running Audit Reports Deleting a Report REGULAR BATCHES Step One: Importing Schedules Step Two: Reviewing, Editing, and Inputting New Shifts into Timesheets Manually Entering a Timesheet via the Details screen Manually Entering a Timesheet via the Graphical screen Editing a Timesheet Step Three: Calculating a Regular Batch Recalculating a Batch Step Four: Viewing the Registers Viewing the YTD Registers Viewing the Detail Tab Step Five: Paying Employees by Check Voiding a Check in a Current Payroll Batch Renumbering Checks Step Six: Paying Employees through Direct Deposit Step Seven: Posting a Regular Batch EXCEPTION BATCH RETROACTIVE BATCH Preparing for the Retro Batch Updating the Payscale Table Setting Up a Retro Accumulator Category Setting up a Retro Accumulator Setting up a Retro Formula Creating a New Pay Cycle for a Retro Batch Manually Entering a Retro Batch Common Considerations Using the Retroactive Wizard to Automate a Retro Pay Step One: Create from Historical Timesheets Step Two: View Timesheets Editing a Timesheet Step Three: Calculating a Retro Batch Step Four Step Seven Ormed Information Systems Ltd. Page 1/84

3 ADJUSTMENT BATCH Step One: Adjustment Entries in Timesheets Step Two: Calculating an Adjustment Batch Step Three: Viewing the YTD Registers Viewing the Detail Tab Step Four: Posting an Adjustment Batch REVERSAL BATCH Step One: Calculating a Reversal Batch Step Two: Viewing the YTD Registers Viewing the Detail Tab Step Three: Posting a Reversal Batch Manually Updating Declining Balance Fields Voiding Employee Payments Made by Check Updating Payscale Increments ACCRUAL BATCH Step One: Importing Schedules Step Two: Editing a Timesheet Step Three: Calculating the Accrual Batch Step Four: Viewing the Registers Viewing the YTD Registers Viewing the Detail Tab Step Four: Posting an Accrual Batch YEAR END BATCH CRYSTAL REPORTS MANAGER Adding a Crystal Report Editing the Enter Document Information Window on a Crystal Report Viewing and Editing a Crystal Report Deleting a Crystal Report CHECK RECONCILIATION Reconciling a Cleared Check Reconciling a Range of Cleared Checks Reconciling a Void Check Adding a Check Reconciliation Report Viewing and/or Editing a Check Reconciliation Report Deleting a Check Reconciliation Report TIMESHEET PRE-PROCESSING Individual Pre-Processing Data Entry Importing Data into Pre-Processing Creating the Spreadsheet Template Populating the Spreadsheet Template Importing the Spreadsheet Template ESP SENIORITY EXPORT ESP USERS ONLY Mapping the ESP Seniority Output Location Setup ESP Groups Using the ESP Seniority Export KRONOS EXPORT KRONOS USERS ONLY Mapping the Kronos Export Location Exporting Information to Kronos MIS STATISTICAL REPORTING ONTARIO (CANADA) SITES ONLY Head Count Reporting Example of Head Count Process Earned Hours Reporting Regular Earned Hours Reporting MISCELLANEOUS PROCEDURES Refreshing Formulas Cancelling a Batch Checking for Open Batches Checking for Open Batches Using the Batch Type Tabs Checking for Open Batches Using the Cancel Batch feature Altering System Flags Ormed Information Systems Ltd. Page 2/84

4 Unlocking a Batch Type Setting up a New Pay Cycle List CONFIGURING THE MULTIPLE COMPUTER SETUP CONTACT US QUESTIONS AND SUPPORT WHAT ARE YOUR THOUGHTS? Ormed Information Systems Ltd. Page 3/84

5 Introduction Ormed Payroll is where all payroll processing is performed. You can: Pay employees through a regular batch. Process exception, retroactive, adjustment, reversal, and accrual batches. Perform year-end procedures to clear out running totals and YTD values for selected accumulators. Enter corrections between pays to be processed on the next upcoming batch. Reconcile checks. Configure your system to split a single batch calculation across more than one computer, or separate employees into two or more calculation groups for segregating batches. Create ESP seniority information output files. Create Kronos output files. Perform MIS statistical reporting (Canada only). Cancel a batch. This user guide is divided into two sections: ORMED Software Basics Every Ormed module is unique since each one serves a different purpose, but most use common icons and procedures. This section introduces those similarities to give an advantage before using any ORMED MIS software. Procedures This section is where you begin performing your Payroll tasks. Ormed Information Systems Ltd. Page 4/84

6 Ormed Software Basics Every Ormed module is unique since each one serves a different purpose, but most use common icons and procedures. This document introduces those similarities before you begin using any ORMED MIS software. The ORMED MIS Software Window Ormed modules share a common look and feel with each other. There is a main toolbar across the top that gives access to all of the menus needed, a sidebar on the left that gives access to the most commonly used functions, and a search mechanism that makes it easy to search for specific records. Sidebar On the left side of the window is a separate column called a sidebar. It holds icons which give access to frequently-used ORMED MIS functionality, and tabs that allow quick navigation to the icons required. Not everyone is comfortable using icons, so all of the ORMED MIS functionality is also available in the top menu bar. Main Toolbar: Common Icons The modules will have slightly different icons, but the following appear in each. Delete or Delete records or files in a module. Click this icon with care because once a file is deleted, it cannot be retrieved. Cancel or Refresh a window to its last saved state. Save Save the record, file, entry, or other item just entered, created, or attached. Preview View a form, file, or list before printing. New or Create a new record, file, or entry. Ormed Information Systems Ltd. Page 5/84

7 Print Print a record, file, entry, or other item. This icon sends the information directly to the printer without previewing it first. Use the Preview icon to view the information before printing. Required Field Fields with this icon are required fields that must be filled in. The software will not allow any items or records to be saved with required fields missing. Common Tasks No matter which module is being worked in, there are a few key tasks performed the same way. Adding New Entries To add a new entry: 1. Click the appropriate icon on the sidebar. Or, click the appropriate menu item from its respective menu on the main toolbar. A window opens. 2. Click the New ( or ) icon on the main toolbar. In some modules, you can click New (Shift + Ins) from the File menu on the main toolbar. The fields of the window clear. 3. Fill in the fields. 4. Click the Save icon on the main toolbar. Or, click File from the main menu bar and then click Save (Ctrl + S). Viewing and Editing To view or edit a record, file, entry, or other item: 1. Click the appropriate icon on the sidebar. Or, click the appropriate menu item from the necessary menu on the main toolbar. A window opens. 2. Search for the record to be edited. 3. Select the file. 4. View the information and make any necessary changes. Ormed Information Systems Ltd. Page 6/84

8 Note: Some fields can be edited. Others will be grayed out and cannot be edited. Grayed out fields indicate that the information was either entered using a different Ormed module and may only be edited using that other module or the field s contents were automatically generated by the system when the record was initially saved. 5. If you have made changes, click the Save icon on the main toolbar. Or, click File from the main menu bar and then click Save (Ctrl + S). Conducting a Quick Search From any Ormed module window, a record can be quickly searched for by using the table in which the records are listed. To conduct a quick search: 1. Click the column heading of the field you want to search (i.e., Emp No. or Last Name). This sorts the column in ascending order. Click again to sort by descending order. 2. Click on any cell under the column heading to search by (i.e., Last Name). 3. Type the first few characters of that search value (i.e., type Bu to find Buchanen). The record will be highlighted one character at a time. 4. Double-click that record. Conducting a Normal Search To conduct a normal search: 1. Click the Search button on the main toolbar. The Search window opens. Note: Some windows in certain Ormed modules will already contain the search options without needing to click a Search button. 2. The basic search options will show by default and will contain the following fields: Figure 1: Navigation Options search window. a. Specify what you want to search for. Each Ormed application contains different options here. b. Specify how the search will be conducted. This box includes search options such as contains (find items that contain search criteria), doesn't contain (find items Ormed Information Systems Ltd. Page 7/84

9 that do NOT contain criteria), is (find items that match search criteria exactly), and others. c. Type the search criteria here. 3. Click the Find button to begin the search. If necessary, click the Stop button to cancel the search. Conducting an Advanced Search The advanced search options contain all the functionality of the basic search options in Figure 1 above, but include the capability to specify multiple search criteria. To conduct an advanced search: 1. Click Advanced <<. The normal search window expands to include additional search options. Figure 2: Navigation Options search window after Advanced>> is clicked. a. Specify what you want to search for. Each Ormed application contains different options here. b. Specify how the search will be conducted. This box includes search options such as contains (find items that contain search criteria), doesn't contain (find items that do NOT contain each criteria), is (find items that match search criteria exactly), and others. c. Type the search criteria here. d. This is where the search criteria, also called the search filter, will display when added to the search. 2. Enter the search criteria then click the Add button. Repeat this step until there are as many search filters as needed. Click a search filter followed by the Remove button to remove a search filter. 3. Click the Find button to begin the search. The search results are displayed. If necessary, click the Stop button to cancel the search. 4. Select the relevant record. Ormed Information Systems Ltd. Page 8/84

10 Cancelling an Edit or Refreshing a Window If an error is made adding or editing a record, file, entry, or other item, the last unsaved edits can easily be cancelled. This procedure works for any window being worked in. To cancel or refresh the last unsaved action: 1. Ensure the cursor is on the correct window. (Important!) 2. Click the Cancel ( or ) icon on the main toolbar. Or, click File from the main menu bar and then click Cancel (Ctrl + E). The window is refreshed to its last saved state. Deleting Records Although there is a Delete ( or ) icon in every module, records and information shouldn t always be deleted. Note: You cannot edit or delete any information originally entered using a different Ormed module. These edits or deletions can only be done in the module in which the information was originally entered. To delete a record: 1. Click the appropriate icon on the sidebar. Or, click the appropriate menu item from the necessary menu on the main toolbar. A window opens. 2. Select the relevant record. 3. Click the Delete ( or ) icon on the main toolbar. Or, click File from the main menu bar and then click Delete (Shift + Del). A dialog box opens and prompts you to delete the file or entry. 4. Click the Yes button. Using the Calendar At times a date must be selected from one of the drop-down calendar arrows. Figure 3: A calendar from a drop-down calendar arrow. Ormed Information Systems Ltd. Page 9/84

11 There are a few options that make selecting the desired date easier: Select the current date by clicking the text on the bottom of the calendar that reads Today and the date. Select a different day in the same month by clicking the relevant date in the calendar. Select a different month going to the top of the calendar and clicking the month. Select the relevant month from the drop-down menu. Select a different year by going to the date at the top of the calendar and clicking the year. Up and down arrow buttons will be displayed. Click the up arrow to select a future year or click the down arrow to select a past year. Select the month and year by clicking the left-facing arrow to move back in months, and the right-facing arrow to move forward in months. Tip: The date can also be entered directly into the Date field. The way the date is displayed is determined by the regional settings of your individual workstation. Please contact your system administrator before making changes to your regional settings. Changing Your Password Depending on your access privileges you may be able to change your password from the Security menu, found in the main menu bar of nearly every Ormed software window. Note: Changing your password is effective immediately through all ORMED MIS software suites for your username, except for ORMED Messaging (which is not changed by this procedure). To change your password: 1. Click Security from the main menu bar, and then click Change Password. The ORMED Security Change Password window opens. 2. Fill in your Old Password and then provide your new password in both the New Password and Confirm New Password fields. 3. Click OK. Ormed Information Systems Ltd. Page 10/84

12 Procedures Batch Types A batch is a generic term used to describe the data included when a payroll cycle is run. There are seven types of batches, and the one used depends on the desired outcome of the processing. For example, an adjustment batch will not pay an employee whereas a regular batch will. Each batch is identified by a batch ID, which includes the batch type, calendar year, pay period number, and the incremental processing number in the case where multiple batches of the same type have been processed for that pay period. For example: RG RG Regular 2013 PP #11 Processing #1 (of this batch type in this pay period) Regular and exception batches are the most commonly used batches. Each batch type has its own unique treatments in terms of impact on employee net earnings, creation of journal entries, use of calculation formulas, and impact on YTD balances. See each batch type for details. Regular: begins with RG. Exception: begins with EX. Retroactive: begins with RT. Adjustment: begins with AJ. Reversal: begins with RV. Accrual: begins with AC. Reversal of Accrual: begins with RA. Year-End: begins with YE. Head Count: begins with HC (used for MIS Statistical reporting only). Head Count Reversal: begins with RC (used for MIS Statistical reporting only). Reports Add, run, and delete reports in regular, exception, retroactive, adjustment, reversal, and accrual batches. The process of adding, running, and deleting reports is the same regardless of the batch being worked on. Ormed Information Systems Ltd. Page 11/84

13 Adding a Report within the Reports Tab Key screens within the product have Report tabs to allow you to add a Crystal Report directly to the screen for proactive report running. This ensures that the relative timing of the reports is optimized and that each piece of the process is completed before moving on to the next step. Examples of screens with report attachments include: Timesheets Registers Checks Direct Deposit When adding a report, the system takes a copy of the report located in step 6 below, and saves it to the designated location indicated in the Global Setup window of Ormed Payroll Manager. This newly created copy becomes the live report accessed each time. To add a report: 1. Open the relevant screen. 2. Click the Reports tab. 3. Click the Add button. The Open window opens. 4. Navigate to where the reports are stored on your network. 5. Select the report to add to the timesheet record. Tip: The reports are displayed in alphabetical order by default. It may be helpful to re-order reports in the display by giving it a meaningful report title which begins with a numeric character such as 1, 1a, 1b, 1c, 2, etc. Some clients also find it helpful to include the frequency of the report in the filename as well (i.e., 1a Quarterly WCB Remittance Report). 6. Click the Save icon on the main toolbar. Or, click File from the main menu bar and click Save (Ctrl + S). Running Audit Reports Each batch is organized into a vertical tab on the left hand side, with the intention that clients proceed in a downward fashion from one task to the next. Proactively checking for errors or trouble spots before moving to the next step will save valuable time during the time sensitive payroll run. There is a library of Crystal templates available to cover common auditing situations, and clients can also customize their own reports to check for virtually any combination of data values to perform highly customized specific checks and balances. Ormed Information Systems Ltd. Page 12/84

14 Tip: Reports can be designed to print in order of employee number and/or name, which may save time in searching for an employee. Examples of audit reports: Timesheet Keying Summary, Timesheet Over 80 Hours, Timesheet Zero Hourly Rate, and Sick/Vacation Time Report. Examples of history/record-keeping reports: Journal Entry, Receiver General, Registers, and Registers Totals. To run a report: 1. Open the relevant screen. 2. Click the Reports tab. 3. Select the report and then click the View Document button. The report opens. 4. View, and then export or print the report. Tip: If there are some reports that you wish to export and save as a PDF for future reference, consider designating this in the filename as a reminder. Eg. PDF_Timesheet Keying Summary.rpt or PDF_Journal Entries.rpt. Deleting a Report Deleting a report removes it from the Reports window and removes the underlying file from the folder location specified in the Global Setup window of Payroll Manager. To delete a report: 1. Click the Reports tab. 2. Select the report to be deleted. 3. Click the Delete button. A dialog box opens and you are prompted as to whether you want to delete the report or not. 4. Click the OK button. Regular Batches Regular batches are generally used to process pay for all employees on a regular periodic basis, such as biweekly, weekly, semi-monthly, etc. Regular batches are identified by a batch ID that begins with RG. Each batch type has its own unique attributes. Regular batches result in the following: Ormed Information Systems Ltd. Page 13/84

15 Calculation formulas are activated. Journal Entries flow to the General Ledger Active employees generally receive funds paid to them (net earnings). Before importing timesheets or entering information into timesheets, ensure the Pay Period Schedule and Statutory Holiday tables are completed. In addition, make any necessary changes to Pay Scales, Input Formulas, Employee Files and other raterelated tables. Instructions on modifying these tables and information can be found by referencing the Ormed Payroll Manager and Payroll Employee Manager documentation. Step One: Importing Schedules If your organization uses an Ormed or another third party scheduling system, importing schedules is the first step to be completed in the payroll process. When schedules are imported, timesheets are created for those employees with schedules and appropriate rates are applied to the shifts that employees have worked. Alternatively, sites can manually enter shifts into the timesheets or modify existing timesheet entries. Either way, once timesheets are imported or manually entered, a batch ID is created. Note: After schedules are imported, do NOT import again. The second import will add to the information already on file, not update it. To import schedules: 1. Click the Regular tab on the sidebar and then click the Import Timesheets icon. Or, click Payroll from the main menu bar, point to Regular, and then click Import Timesheets. The Import Timesheets window opens. 2. Under the Import From section, select the first schedule source to be imported. It is possible to have multiple import sources, but only a single import is run during each iteration. For example, Ormed Staff Scheduling could be used for the main health centre organization, and a foreign staff scheduling product could be used for the long-term care organization. In this case, the Import would be run twice. Note: If using a combination of Ormed Staff Scheduling and a foreign scheduling product, be sure to import the schedule from Ormed Staff Scheduling first. Importing the schedule from Ormed Staff Scheduler first will eliminate any potential issues associated with the logic behind the statutory holiday setup. Note: If using Timesheet Pre-Processing to process entries within the batch, it is recommended that you import from any schedule tools before importing the Pre-Processing entries. This will optimize the automation that may be associated with complicated formulas. Ormed Information Systems Ltd. Page 14/84

16 3. If a non-ormed scheduler is chosen, the Import Timesheets window expands to display the files available for import. Note: Select the files, and click the right arrow icon to move the highlighted files from the Available grid to the Selected grid. Ctrl-click to select multiple files, individual files, or click and drag to select consecutive files. Tip: It is recommended that foreign import files from previous pay periods be kept in a different location than the live files for the current batch. If there are files present that relate to the prior pay period, consider archiving them automatically by highlighting the files and clicking on the Archive Files button. The selected files will be moved to the location specified in the Archive Backup Location field on the Scheduling tab of the Global Setup window in Ormed Payroll Manager. 4. If using an Ormed scheduler and if desired, click the Department Pools button to import schedules for specific department pools. The Select Department Pools window opens. 5. In the Available table, select the department pools to be included in the timesheet batch. Note: Click the right arrow icon to move the highlighted department pool(s) from the Available grid to the Selected grid. Ctrl-click to select multiple, individual department pools, or click and drag to select consecutive groups of department pools. Note: Department pools can only be selected if Ormed Staff Scheduling is being used. If no department pools are selected, timesheets are created for all employees that have a schedule built. 6. For all imports, regardless of the type of scheduling system used, click the Validate import data checkbox to check the accuracy of the import data against Ormed s setup tables. If data is found to be invalid, an error report is generated. 7. Click the OK button. If there was not a batch previously open, then the Select Pay Period End Date window opens. If a batch is already in progress and this is a subsequent import, you will not be prompted to select a Pay End Date. 8. Enter the pay-ending date for the timesheet batch when prompted. 9. Click the OK button. The Create From Schedule window opens and displays the progress of the validation and import process. 10. Repeat as necessary until all import sources have been processed. Ormed Information Systems Ltd. Page 15/84

17 11. Click the Done button. The timesheets are now ready to be edited and reviewed. Step Two: Reviewing, Editing, and Inputting New Shifts into Timesheets Timesheets can be entered manually, built from the Ormed Staff Scheduler, or imported from a variety of scheduling systems. Even those sites using a scheduling tool may find the need to enter last-minute adjustments, additions, or deletions. Timesheet data also has a Source indicated to assist with reconciliation and balancing. The Source field identifies where the data originated: P Pre-Processing T Timesheet O Ormed Scheduler A Ormed Time & Attendance F Foreign (third party) scheduler Tip: Sites with optional features turned on in Payroll Manager Global Setup can save time in their data entry. The Activate pay rate logic in alternate capacities feature ensures that each time you enter a position code that corresponds to an Alternate Capacity record in the Payroll Employee Manager for that employee, the designated rate of pay will populate automatically in the Hourrate field. The Activate default/override of labor and class based on position code in timesheet entry feature will automatically populate the labor code and class code in the record to match those set up as defaults for the selected position. As such, if you override a position code, the class code and labor codes will automatically populate with an appropriate value based on the Position code settings. These features can be used independently, or combined. Manually Entering a Timesheet via the Details screen Regardless of whether a site uses a scheduling tool, timesheets can also be input manually for an employee. The Details tab presents a grid based view where each field value is represented in a separate column. The Graphical view uses a 24-hour time span to graphically represent the timesheet record. Users can flip back and forth between the two as needed. Ormed Information Systems Ltd. Page 16/84

18 Note: Prior period adjustments (ie shifts dated earlier than the first day of the pay period) appear on a green line in the Details View. Prior period adjustments are not be displayed at all in the Graphical View. To enter a timesheet: 1. Click the Regular tab on the sidebar and then click the Timesheets icon. Or, click Payroll from the main menu bar, point to Regular, and then click Timesheets. The Timesheets window opens with the Detail tab showing. 2. Click the Empno drop-down menu and select the relevant employee. The employee number is displayed in the Empno field with the Employee Name showing beside it. 3. If there is not yet a batch open, click the Payenddate drop-down menu and doubleclick the relevant pay period end date. If there was already a batch open, this field would have been populated already upon first opening the screen. 4. Choose an empty row that corresponds to the desired shift date. If there is no empty row, click inside the desired row and then click the New button to insert a blank row for that date. To backdate an item to a date that is earlier than the pay period, double click on the Shiftdate field within an empty row and then edit it accordingly using the keyboard. Tip: As you complete the next set of fields, keep in mind that you can move across the row to access additional fields using either the tab key, the arrow key, or the mouse. 5. If using Standard Shifts, select the shift code next using the drop down list. As soon as you move to a new field, the shift defaults such as accumulator, start time, end time, number of hours, pay rate, etc. will appear. If needed, override any of these fields prior to saving the record. 6. If a Standard Shift is not applicable, then select the desired Accumulator using the picklist. To quickly locate an accumulator within the list, begin typing its code and the cursor will attempt to find it for you. Select the desired accumulator and tab through the fields to continue data entry. Leave a field empty to accept the employee s default values as noted in the Job screen of Payroll Employee Manager, or handpick the values to achieve a desired result. 7. If applicable, click the Hours field and enter the number of hours or units that apply to that shift. Note: All of the compensation defaults are populated (such as Labour Code, Hour Rate, Group, Class, Increment, and Status) from the Employee Job and Payscale tables. These can be overriden as required by making an alternate selection from within the column field. Ormed Information Systems Ltd. Page 17/84

19 8. Click the Save icon on the main toolbar. Or, click File from the main menu bar and click Save (Ctrl + S). Each line should be saved individually. It is not recommended that multiple lines be saved at the same time. 9. Repeat steps 2 8 until all required shifts have been entered in the employee s timesheet. Manually Entering a Timesheet via the Graphical screen Regardless of whether a site uses a scheduling tool, timesheets can also be input manually for an employee. The Details tab presents a grid based view where each field value is represented in a separate column. The Graphical view uses a 24-hour time span to graphically represent the timesheet record. Users can flip back and forth between the two as needed. Note: Prior period adjustments (ie shifts dated earlier than the first day of the pay period) appear on a green line in the Details View. Prior period adjustments are not be displayed at all in the Graphical View. To enter a timesheet: 1. Click the Regular tab on the sidebar and then click the Timesheets icon. Or, click Payroll from the main menu bar, point to Regular, and then click Timesheets. The Timesheets window opens with the Detail tab showing. Click the Graphical tab to switch to that view. 2. Click the Empno drop-down menu and select the relevant employee. The employee number is displayed in the Empno field with the Employee Name showing beside it. 3. If there is not yet a batch open, click the Payenddate drop-down menu and doubleclick the relevant pay period end date. If there was already a batch open, this field would have been populated already upon first opening the screen. 4. Select the desired field values from the pick lists provided on the bar above the grid. The values that are displayed will be used for the shifts that you are about to add, so review them carefully and edit as needed. Note: The Accumulator pick list on the Graphical view is populated based on the Timesheet Accumulator list which is maintained in Payroll Manager. If you do not see the desired accumulator in the list, make the changes in Payroll Manager before proceeding. 5. Double click on any date in the grid below to insert the selected item into that line. The new shift component will appear graphically in the grid below. No save is required for this data entry method. 6. Repeat steps 2 5 until all required shifts have been entered in the employee s timesheet. Ormed Information Systems Ltd. Page 18/84

20 7. You will notice that dollar values do not appear on this view. Click the Details tab to see rate details if needed. Editing a Timesheet View, edit, or update employees timesheets. In addition, timesheets can also be added for salaried employees who do not generally have a timesheet, but who may need one under special circumstances (i.e., overtime, bonuses, or special deductions). All of the default compensation items can be overridden, such as accumulator code, shift code, labour distribution code, shift start and end times, etc in the Detail tab of the Timesheets window. Note: The same procedure can be performed under the Graphical tab. The only difference is that the Graphical tab interface is displayed in a 24-hour grid which allows you to visually see when an employee is working during the current pay cycle. To edit a timesheet: 1. Click the Regular tab on the sidebar and then click the Timesheets icon. Or, click Payroll from the main menu bar, point to Regular, and then click Timesheets. The Timesheets window opens. 2. Click the Empno drop-down menu and select the relevant employee. 3. View the timesheet entry. 4. Click on the fields you want to edit and enter the changes. 5. Click the Save icon on the main toolbar. Or, click File from the main menu bar and click Save (Ctrl + S). Step Three: Calculating a Regular Batch A regular batch is usually calculated once the timesheets have been reviewed and the audit reports have been processed and validated. During this step, all calculation formulas are run, which tabulates gross and net earnings along with any benefits, deductions or related accruals. Journal entries are also prepared and validated automatically in preparation for the export to the General Ledger. To calculate a regular batch: 1. Click the Regular tab on the sidebar and then click the Calculate icon. Or, click Payroll from the main menu bar, point to Regular, and then click Calculate. The Payroll Calculate window opens. 2. The batch ID and the payroll date appear for confirmation purposes and cannot be changed. Ormed Information Systems Ltd. Page 19/84

21 Note: Do NOT change the number of pay periods per year as this will impact the integrity of the payroll calculations. 3. The Pay Cycle this Month field identifies which pay cycle calculation formulas are applied and also sets the order in which formulas are calculated. The pay cycle for each pay period is defined in Ormed Payroll Manager and is maintained as part of the year-end procedures in anticipation of the upcoming calendar year. The pay cycle can be changed, but is typically done only in circumstances when an override is specifically required. 4. The regular batch calculates for all employees by default. If a calculation or recalculation must be done for a particular employee(s) after a timesheet entry was added, modified, or deleted, a user can calculate for just the specific employee(s) to save time. 5. The Unique E&D (Unique Earnings and Deductions) checkbox is clicked (checked) by default, meaning unique earnings, benefits, and deductions will be included in the payroll calculation. 6. Leave the Debug Mode checkbox unchecked. This checkbox is used mainly by Ormed for internal testing and trouble-shooting. The Debug Mode feature allows you to monitor and validate calculation formula processes. 7. Click the Calculate button. A progress bar will appear and each step will receive a check mark once it has successfully completed. Upon completion of the last step, a confirmation window is displayed indicating that the calculation was successful. 8. Occasionally, errors will occur during the calculation. Should that be the case, follow the relevant steps below: a. A Register Validation Errors window opens and displays any errors associated with missing or non-active GL account numbers; an out of balance (debits do not equal credits); payment integrity (employees not paid); or register disparity (the payroll register net pay amount does not equal the journal entry net pay amount). The calculation window also displays an error icon beside the error. b. Click the Errors button to view the Register Validation Errors window again. c. Alphabetize the errors by clicking the column header, and then print the invalid account listing. Some examples include: Missing or invalid GL account numbers: reviewing and correcting these errors is typically the responsibility of employees in the Accounting department. Debits not equaling credits: ensure that timesheet entries are correct and ensure any new debit or credit account numbers are added into the Labour Distribution window of the Ormed Payroll Manager module. If a new Accumulator code has been used, ensure that the setup is accurate. This task is typically the responsibility of payroll employees. Ormed Information Systems Ltd. Page 20/84

22 Payment integrity: ensure that the steps for payment by check and direct deposit have been completed for all employees. This task is typically the responsibility of payroll employees. d. Click the Calculate button to re-calculate the batch. Tip: Closing out of the Payroll Calculation window and re-opening it will cause the Error button to disappear. To view the Error button again, select what you want to calculate and click the Calculate button again. Recalculating a Batch Any batch can be recalculated for employees as long as the recalculation is done before employees are paid via the Checks and Direct Deposit procedure. Note: Whenever recalculations are done, report contents will likely change and may need to be reprinted. To recalculate a batch: 1. Click the Regular tab on the sidebar and then click the Calculate icon. Or, click Payroll from the main menu bar, point to Regular, and then click Calculate. The Payroll Calculation window opens. 2. If calculating for specific employee(s), click the Employees button and select employees individually, by groups, by range, or by group number. If employees are not selected in a regular batch, the system defaults and all employees are selected. In an exception batch, the system will remember which employees were selected upon the last calculation. a. Select employees individually or in groups by clicking the right arrow icon to move the highlighted employee(s) from the Available grid to the Selected grid. Ctrl-click to select multiple, individual employees, or click and drag to select consecutive groups of employees. b. Choose only one employee by entering the employee number in the From field, pressing the Tab button on your keyboard, and then clicking double-arrow button (>>). The double-arrow button (>>) replaces any selections in the Selected table. c. Choose a range of employees by entering a range of employee numbers in the From and To fields. Then, click the double-arrow button (>>).The range of employee numbers between those numbers is displayed in the Selected table. d. Calculate separate batches of certain employee groups if your organization uses the Multiple Computer Setup feature for this purpose. Select the appropriate grouping number from the No. drop-down menu. The Selected table populates with the employees in that grouping. The Multiple Computer Setup is usually configured during implementation. 3. Click the OK button. Ormed Information Systems Ltd. Page 21/84

23 4. Click the Calculate button. Once the calculation is complete, a message is displayed indicating the calculation is successful. If the calculation is not successful, refer to the Calculating a Regular Batch procedure. Step Four: Viewing the Registers Review and validate the registers for the current pay period for each employee before paying employees. Viewing the YTD Registers The YTD Registers tab displays an employee s current and year-to-date (YTD) payroll calculation amounts for the current pay period. Any accumulator code with either a current or YTD balance not equal to zero is displayed on this tab. If you do not see an accumulator in the list, then both the current and YTD values must be zero. To view the YTD registers: 1. Click the Regular tab on the sidebar and then click the View Registers icon. Or, click Payroll from the main menu bar, point to Regular, and then click View Registers. The View Registers window opens with the YTD Registers tab selected. 2. Click the Empno field and select the employee. The YTD Registers populates with the employee s information. The window is color-coded to easily separate different information: a. Purple timesheet entries (imported and manually entered), unique earnings and deductions, pre-processing, etc. b. Black current and year to date (YTD) values for hours. c. Royal Blue earnings (the dollar values that correspond with current and YTD hours). d. Red deductions (reduces the employee s net pay, such as CPP, income tax, union dues, etc.) e. Teal Green employer-paid benefits. f. Brown accruals. g. Navy blue gross and net pay amounts. h. Black check or deposit amount, displayed after the check or deposit has been created for the batch. 3. Sort any of the columns in ascending or descending order by clicking on the column header of the data to be viewed. Or, click the Print Order column header to display entries in the original color-coded order. 4. Review and validate the YTD registers. Ormed Information Systems Ltd. Page 22/84

24 5. Temporary registers are automatically created during calculation by each user, but if multiple computer calculations are performed (as they are when a Multiple Computer setup is implemented), it will be necessary to refresh the YTD values after the last computer has completed its portion of the calculation. If applicable to your specific site setup, click the Recreate Temporary Registers button only if using Multiple Computer Setup and you are the last payroll user to perform a calculation. Viewing the Detail Tab The pay details information stored within the Detail tab is also known as the journal entries view. In the Detail tab, current payroll calculated amounts are displayed as well as financial and statistical entries, labor codes, fiscal periods, and GL account numbers. When processing T4 s, the employee s EI rate code (Canada) or EIN Code (USA) is referenced from the Pay Detail table. The information stored within this tab is also the basis for position-based financial reporting. To view the Detail tab: 1. Click the Regular tab on the sidebar and then click the View Registers icon. Or, click Payroll from the main menu bar, point to Regular, and then click View Registers. The View Registers window opens. 2. Click the Empno drop-down menu and double-click to select the relevant employee. 3. Click the Detail tab. 4. Click any of the column headers to sort the information in ascending or descending order. The Account Type column can be sorted in ascending order to display all financial information at the top and statistical entries below. 5. Run all necessary reports, review and validate the pay details. Step Five: Paying Employees by Check If some employees are being paid by check and others through direct deposit, create the checks first. After checks have been created, employees who have been paid are displayed on the View tab of the Check window. Even if all employees on a payroll are expected to be set up for direct deposit, you can still run the check process. If a payroll user has forgotten to add direct deposit information to a new employee s profile, the employee will receive a check on this first payroll instead of being overlooked. To pay employees by check: 1. Click Regular on the sidebar and then click the Checks icon. Or, click Payroll from the main menu bar, point to Regular, and then click Checks. The Checks window opens. 2. In the Create tab, the system populates the Batchid field when the window is opened. Ormed Information Systems Ltd. Page 23/84

25 3. Enter the starting check number based on the next available blank sheet of check stock for the printer. 4. The Paydate field defaults to the current paydate as set up in Payroll Manager Pay Period Schedule. The paydate can be overridden if necessary by clicking on the drop-down calendar arrow and selecting the appropriate date. 5. Leave the Employees with direct deposit information will be included checkbox empty. This field is only used in circumstances where all employees are being paid by check even though they re normally paid through direct deposit. For example, perhaps a union agreement stipulates that employees must be paid a retroactive pay by check. Note: When Employees with direct deposit information will be included is checked (clicked), checks are generated for all employees, regardless if they have banking information on file for direct deposit. 6. Click the Create Check Info button. The system evaluates each employee s direct deposit status. Any employees without banking information for direct payroll deposit will have a check issued. Employees with direct deposit information on file will be skipped. Note: At this point it is likely that a Payment Integrity error listing will appear onscreen to remind you that not all staff have been paid yet. The employees who have a Difference value in red font are the staff who have not yet been paid. This will resolve itself once you create the direct deposit file. 7. Click the View tab and double-check net pay amounts with zero amounts and highest paid amounts to ensure accuracy. 8. Click the Reports tab and select the appropriate Crystal Report check register template. Tip: Check register reports can be exported as a PDF and saved in a separate location. These saved reports can then be referred to and printed at a later date if needed. Keep in mind that reports populate with the current nformation each time a new batch is processed, so unless it is exported, the check data will not easily be in printable form once this batch is posted.. 9. Click View Document. The Crystal Reports application opens. 10. Print the pay checks. Ormed Information Systems Ltd. Page 24/84

26 Voiding a Check in a Current Payroll Batch A check can be voided within a current payroll batch if a check was printed in error or if check stock is damaged when printing. When a check has been voided within the Checks window, the Void checkbox will be checked (clicked) in the Check Reconciliation window. To void a check: 1. Click the Regular tab on the sidebar and then click the Checks icon. Or, click Payroll from the main menu bar, point to Regular, and then click Checks. The Checks window opens. 2. Click the View tab. 3. Click on the check that must be voided. 4. Click the Void Check button which will toggle the Void field to checked in the grid view. 5. Repeat if needed to void additional checks. Renumbering Checks Checks can be renumbered if there s a situation where check numbers originally entered cannot be used. For example, check stock was damaged during printing. To renumber a check: 1. Click the Regular tab on the sidebar and then click the Checks icon. Or, click Payroll from the main menu bar, point to Regular, and then click Checks. The Checks window opens. 2. Click the View tab. 3. Click on the check that needs to be renumbered. 4. Enter the new check number, and then click the Renumerate button. 5. Repeat if needed to renumber additional checks. Step Six: Paying Employees through Direct Deposit To pay employees through direct deposit: 1. Click the Regular tab on the sidebar and then click the Direct Deposit icon. Or, click Payroll from the main menu bar, point to Regular, and then click Direct Deposit. The Direct Deposit window opens. 2. In the Create tab, the system populates the Batchid field when the window is opened. Ormed Information Systems Ltd. Page 25/84

27 3. The Direct Deposit Date field defaults to the current paydate as set up in Payroll Manager. The paydate can be overridden if necessary by clicking on the drop-down calendar arrow and selecting the appropriate date. 4. The system populates the Direct Deposit Filename field based on the current batch ID number with a prefix of DD_ added to designate that it is a Direct Deposit file. Eg DD_RG Click the Create Bankfiles button to create a direct deposit file. This is the file that you will later send to the bank in order to pay employees. 6. (Canada only) Sites that are also participating in the Canada Savings Plan program can also produce a file containing their CSP activity for the current batch if the required setup has been configured in advance. 7. Bankfile and CSP files are both files are stored in the Bankfiles folder location specified in the Global Setup window of Payroll Manager. Note: Every time Create Bankfiles is clicked, a direct deposit file is created and the file creation number in the Global Setup window of Payroll Manager increments by one. If the bank file is rejected by the bank, manually reduce the file creation number by one increment, otherwise a file being re-transmitted to the bank may be rejected once again because the increment number is out of sync. 8. Click the View tab and double-check net pay amounts with zero amounts as well as highest paid amounts to ensure accuracy. Note: At this point a Payment Integrity error listing may appear on-screen to warn you that not all staff have been paid yet. The employees who have a Difference value in red font are the staff who have not yet been paid. If this occurs, it is possible that you have not yet created the check file to pay employees who are not on Direct Deposit. This will resolve itself once you create the checks if you have not already done so. 9. Click the Reports tab and select the appropriate Crystal Report direct deposit template. If your employees are all set up for Employee Self Service and you do not distribute any paper stubs, skip this step. 10. Click the View Document button. The Crystal Reports application opens. Tip: Deposit Statements can be exported as a PDF and saved in a separate location. These saved reports can then be referred to and printed at a later date if needed. Keep in mind that reports populate with the current nformation each time a new batch is processed, so unless it is exported, the check data will not easily be in printable form once this batch is posted.. Ormed Information Systems Ltd. Page 26/84

28 11. Print the deposit statements before posting the batch since posting payroll will clear any data from the report. If necessary, deposit statements can be re-printed after the payroll has been posted through a customized Crystal Report; however, the most efficient method is to print prior to posting. Note: Ormed Payroll software creates the file that you send to your bank. The actual transmission process varies from bank to bank and is outside the scope of this user manual. Follow your own internal procedures to submit the direct deposit file to ensure that employees are paid on time. Step Seven: Posting a Regular Batch After paying employees through check or direct deposit and sending the bank file to the bank for processing payments to employees, the batch can be posted. Posting a batch finalizes it and transfers all of the payroll information from current batch tables into the payroll history files. It also sends the journal entry records across to the General Ledger so that it can be imported by the Finance staff. Considering that posting is the final step in the batch process, here are some things to keep in mind before proceeding. Do NOT post until: 1. Confirmation is received that the bank has accepted the bank file. In rare instances where there is a problem with the file, it is easier to recreate it while the batch is still open. 2. Checks and/or direct deposits and registers have been printed and/or processed correctly. Reprinting these after posting takes additional effort. 3. All current batch reports have been printed. Reports are designed to be run as open batch or after post and as such, they will refer to a certain set of tables and views. It is most efficient if the open batch reports are run prior to posting. Once a batch is posted, it s harder to add or manipulate templates to access history files in order to reprint checks, direct deposit files or registers. To post a regular batch: 1. Click the Regular tab on the sidebar and then click the Post icon. Or, click Payroll from the main menu bar, point to Regular, and then click Post. The Posting window opens. 2. Click the Post button. 3. A message is displayed indicating that the posting is successful. Click the OK button. Note: If there is a posting error, note the last step of the process that completed successfully. A step that has completed successfully will have a green check mark in the Completed column. Contact an Ormed Client Services Analyst for assistance. Ormed Information Systems Ltd. Page 27/84

29 Exception Batch Exception batches are processed for an individual employee or group of employees on an as-needed basis. An exception batch ID begins with EX. Similar to the Regular batch, Exception batches result in the following: Calculation formulas are activated. Journal Entries flow to the General Ledger Selected active employees generally receive funds paid to them (net earnings). The steps involved in processing an exception batch are exactly the same as a regular batch, except for the following differences: An exception payroll is a batch calculated in addition to a regular payroll run, typically to make a correction or to process for employees who were missed in the regular batch. For example, a new hire did not submit paperwork in time to make the payroll cutoff so will be processed alone in an Exception batch, or an employee who is to be terminated the next day will be processed in advance of the regular run so that you can hand him/her a check during the termination meeting. Unlike a regular batch where the system automatically defaults to select all employees, specific employees can be selected to be included in the exception batch processing. After selection, the system saves the list of calculated employees so that you can easily recalculate without having to reselect them. Unique earnings and deductions and the pay cycle must be considered when processing an exception batch. Because an exception batch may be in addition to a regular batch for a given employee, it is important to avoid doubling up on calculated values. For example, if employees have already been paid their regular pay and an exception batch is processed for payment of missed hours, the same benefits or deductions that had processed in the regular batch would need to be excluded from the exception batch calculation. Typically a designated Pay Cycle can be used to manage this efficiently. Retroactive Batch Retroactive batches are used to process pay increases in a back dated fashion. Calculations are performed and employees are paid the difference between what they actually earned and what they should have earned for the timeframe in question. Similar to the Regular batch, Exception batches result in the following: Calculation formulas are activated. Journal Entries flow to the General Ledger Selected active employees generally receive funds paid to them (net earnings). Ormed Information Systems Ltd. Page 28/84

30 Before processing a retroactive pay, there are a number of important questions: Is the retro pay being processed with a regular batch (and regular earnings) or by itself? What are the union or pension considerations? Is there more than one accumulator code required? Will terminated employees be included in the retro pay? There are two options for calculating retro batches: 1. Use Ormed s Retroactive Wizard to perform the task. 2. Manually calculate the amount. The Retroactive Wizard allows a payroll user to go back in time to apply new rates to historical timesheets and calculate retroactive pay for the time period in question. Based on the parameters entered by the payroll user, the system will read the historical timesheets and expense these earnings to the applicable department and labour code. Results can then be validated for accuracy using a Crystal Report. If the timeframe of the retroactive period pre-dates Ormed s historical timesheet data (Ie the retro goes back to include time processed on a legacy system), then the retroactive payment for the period before historical timesheets must be manually calculated. Preparing for the Retro Batch When running a retro pay, there are several key steps to perform to ready the system for this batch. Many of these steps involve the Payroll Setup Tables, which are found in the Payroll Manager product. Updating the Payscale Table Update the payscale table with any new rates and effective dates before creating the retro timesheets. Pay scales administer pay rate increments based on an employee's group and class. An employee's pay rate is assigned based on the increment level selected in the Pay Scale window in the Ormed HR Employee Manager or Payroll Employee Manager modules. The Pay Scale setup table records all pay increments for each employee class code and group code along with associated details according to union contracts such as increment effective dates and required experience levels. The Pay Scale setup table records this increment information to: Provide automatic verification of all hourly or salary rate data entered in employee records; Facilitate automatic incrementing for payroll runs; and Ormed Information Systems Ltd. Page 29/84

31 Facilitate automatic hourly rate changes in timesheets when the class code and/or the increment are changed. Note: The Pay Scale setup table creates the default list of increments available for adding to employee job records in the Employee Payscale window. Pay scales may need to be updated annually; this generally happens when collective agreements are updated. To update a pay scale record: 1. Launch Ormed Payroll Manager. 2. Click the Employee Codes tab on the sidebar and then click the Payscale icon. Or, click Manager from the main menu bar, point to Employee Codes, and then click Pay Scale. The Pay Scale Maintenance window opens. 3. Click the New Entry icon on the main toolbar, or click File from the main menu bar and click New Entry (Ctrl + N). 4. Click the Group drop-down menu and select the group code this pay scale applies to. 5. Click the Class drop-down menu and select the class code this pay scale applies to. 6. Enter the date or click the Effective Date drop-down calendar arrow and select when the pay grid becomes effective. 7. In the Annual Hours field, enter the number of hours that this group and classification of employees will work in a year. 8. Go to the Increment Information grid: a. Enter the annual salary to automatically calculate the hourly rate by dividing the annual salary by the annual hours worked; or b. Enter the hourly rate to automatically calculate the annual salary by multiplying the hourly rate by the annual hours worked. Note: The Acting Group and Acting Class fields are custom fields and are not required for general use. 9. Click the Save icon on the main toolbar, or click File from the main menu bar and click Save (Ctrl + S). Tip: Create new records as required to keep an accurate audit trail. Ormed Information Systems Ltd. Page 30/84

32 Setting Up a Retro Accumulator Category Before beginning a retro batch, ensure a retro accumulator category has been set up in Ormed Payroll Manager. An accumulator category provides a location where all details and pertinent information surrounding a category is stored and is linked to associated accumulator codes and any related formulas. A Retro accumulator category is essential in keeping retroactive-related information together, providing an outline and purpose of each retro accumulator code setup, and maintaining a log of the stipulations for past and current retroactive payments. To setup a retro accumulator category: 1. Launch Ormed Payroll Manager. 2. Click the Payroll Codes tab on the sidebar and then click the Accumulator icon. Or, click Manager from the main menu bar, point to Payroll Codes, and then click Accumulator. The Accumulator Maintenance window opens. 3. If one exists, select a category called Retro. 4. If there is a retro category, move on to the next section, Setting Up a Retro Accumulator. If there isn t a retro category, continue to step 5 of this procedure. 5. Click the New Entry icon on the main toolbar, or click File from the main menu bar and then click New Entry (Ctrl + N). 6. Enter Retro into the Accumulator Category field. 7. Enter Retroactive Pay in the Description field. Figure 4: Setting up an accumulator in the Accumulator Maintenance window Ormed Information Systems Ltd. Page 31/84

33 8. In the Notes section, enter any details pertaining to the accumulators and formulas being added. 9. Move on to Setting up a Retro Accumulator. Setting up a Retro Accumulator Depending on the retro situation, there may be a number of different retro accumulators required. If a retroactive pay has been processed within the Payroll Module in the past, retroactive accumulator codes may already exist. If retro accumulators do not currently exist, or if more retro accumulators need to be added, follow the instructions below. When setting up accumulators, carefully consider the following points: 1. The types of earnings entitled to retro pay and how the earnings were originally treated in payroll. 2. Pensionable (i.e., regular pay) and non-pensionable (e.g., possibly weekend premiums) earnings must always be considered. 3. Secondary expense override code considerations for pensionable and nonpensionable earnings. For example, Worked Hours may have a secondary override code 10 and Benefit Hours may have a secondary override code The Non-Periodic Payment (annualized tax) checkbox would usually be checked if the retro is being processed as part of a regular payroll processing. If the retro is processed by itself, the Non-Periodic Payment checkbox would usually remain unchecked; however, depending on the particular circumstances of the retro payment, the payroll user would need to decide if the Non-Periodic Payment checkbox should be checked or unchecked when doing the retro. 5. Ensure applicable formulas and category notes are added. Note: Contact an Ormed Client Services Analyst for assistance. To setup a Retro accumulator: 1. Launch Ormed Payroll Manager. 2. Click the Accumulators tab. Ormed Information Systems Ltd. Page 32/84

34 Figure 5: Accumulator code setup for retroactive pay pensionable earnings Figure 6: Accumulator code setup for retroactive pay non-pensionable earnings 3. Click the New Entry icon on the main toolbar, or click File from the main menu bar and then click New Entry (Ctrl + N). 4. Enter an accumulator code (maximum four alpha and/or numeric characters) to define the accumulator. This code will need to be defined in the Notes text field of the Category tab. 5. Click the Colors button if color coding accumulators for viewing on timesheets and reports is desired. The Accumulator Color Reference window opens and displays Choose Color buttons for text and background colors. Ormed Information Systems Ltd. Page 33/84

35 Note: Color coding is normally performed only on hour type accumulators. a. Click the top button to choose the background color, and then click OK. b. Click the bottom button to choose the text color, and then click OK. c. View the example to preview the chosen color combination. d. Click the OK button if happy with the color scheme. Repeat steps a c. to choose different colors. 6. Enter a description of the accumulator. 7. Enter the number of decimal points for rounding purposes in the No. of Decimals field. The number of decimals for an earnings accumulator should be no more than two points. 8. Click the Type drop-down menu and select the type of accumulator. The Category field populates based upon selection. Refer to the Accumulator Type table in the Ormed Payroll Manager module for more information. 9. If applicable, click the Account to Credit drop-down menu to complete the account to credit financial entries. Select F to indicate a financial account, and enter the G/L account number (the account will be reported in financials). 10. Enter a secondary override value to provide the appropriate allocation for the expense. The secondary expense override value replaces the respective digits of the GL account code as specified in Global Setup s General Ledger tab. For example, if the Global Setup General Ledger tab is set to start the override at the 4 th character of the secondary code, and a two-digit override is entered, then the secondary override will result in an override of the 4 th and 5 th digits of the secondary code. For example, account code will be changed to for an overtime entry with a secondary override of Leave the Rpt No. field blank. 12. Click (check) the Zero on Dec. 31 checkbox to return the value back to zero at the end of the year. 13. The Non-Periodic Payment (annualized tax) checkbox would usually be checked for Canadian clients if the retro is being processed as part of a regular payroll processing. If the retro is processed by itself, the Non-Periodic Payment checkbox would usually remain un-checked. Depending on the particular circumstances of the retro payment, decide if the Non-Periodic Payment checkbox should be checked or unchecked when doing the retro. This field is not used for US clients. Note: For futher information about non-periodic payments and how it affects taxable income, read Canada Revenue Agency s T4127 publication. The publication can be found online at Ormed Information Systems Ltd. Page 34/84

36 14. Click (check) the Print On Check Stub checkbox to print the accumulator code and description on the employee s check stub. 15. Click (check) the Print On Register checkbox to print the accumulator code and description on the register. 16. Click the Save icon on the main toolbar. Or, click File from the main menu bar and click Save (Ctrl + S). Setting up a Retro Formula A formula must be set up to calculate the amount of the retro. Depending on the calculation stipulations, Retro formulas vary between very simple to highly complex. Note: Contact an Ormed Client Services Analyst for assistance with setting up retro formulas. Creating a New Pay Cycle for a Retro Batch All formulas needing to be calculated as part of the retro calculation must be included and arranged in the correct order. Formulas will need to be modified for the retro. To create a new pay cycle: 1. Launch Ormed Payroll Manager. 2. Click the Payroll Codes tab on the sidebar and then click the Accumulator icon. Or, click Manager from the main menu bar, point to Payroll Codes, and then click Accumulator. The Accumulator Maintenance window opens. 3. Select a category set up for retroactive pay. 4. Click the Formula tab. 5. Click the Pay Cycle button. The Pay Cycle Formula List window opens. Ormed Information Systems Ltd. Page 35/84

37 Figure 7: Pay Cycle Formula List window. 6. Click the Pay Cycle (this month) drop-down arrow and select an unused pay cycle to be used specifically for retroactive payroll processing. An unused pay cycle is one that has accumulators available for selection and no accumulators in the Selected grid. This pay cycle will always be used in all future retroactive payroll processing. 7. Use the Description field to label the pay cycle that you are about to create. Entering a description such as Retroactive Pay (or similar) will allow you to easily identify it during the calculation step when processing this or subsequent retroactive payroll batches. 8. Select the calculation formulas that you wish to activate during the retroactive pay calculation by moving the desired accumulators to the Selected side of the grid. Note: Click the right arrow button to move the highlighted accumulator(s) from the Available grid to the Selected grid. Double-click to move individual highlighted accumulator(s) from grid to grid. Ctrl-click to select multiple, individual accumulators, or click and drag to select consecutive groups of accumulators. 9. Select the order in which the formulas in the pay cycle must calculate by selecting the row ordering handle (little gray box) next to each accumulator and dragging the accumulators so that they re in the correct order. 10. Click the OK button to save your changes and exit the Pay Cycle Formula List screen. Ormed Information Systems Ltd. Page 36/84