F195 Personnel Budget WESPaC Data Processing Procedures

Transcription

1 F195 Personnel Budget WESPaC Data Processing Procedures Fiscal Coordination March 2018

2 TERMS OF USE The information contained herein is licensed, trade-secret and proprietary and may not be used, disclosed or reproduced without permission of the licensing authorities, WSIPC and/or Skyward, Inc. As a condition of use, the User agrees to protect and keep the information from disclosure or falling into the public domain. The failure to comply with this agreement may result in the immediate termination of the User s right to access the information. COPYRIGHT Copyright 2015 by Washington School Information Processing Cooperative. All rights reserved. Reproduction of any part of this manual in any medium without the express and written permission of Washington School Information Processing Cooperative (WSIPC) is prohibited by law. This edition is printed in the United States of America. The contents may be corrected or modified by revisions without prior notice. Pages may be added, deleted, or changed as required. The WSIPC logo is a registered trademark of Washington School Information Processing Cooperative. Skyward is the registered trademark for Skyward, Inc. located in Stevens Point, Wisconsin

3 Table of Contents Step Page Introduction Report Year OSPI Instruction 1 Create Personnel Budget Salary Negotiation Plan 3 1. Add New Year Personnel Budget Plan and Deduction/Benefit Group 3 2. Import Assignments 5 3. Prepare Calendars for the New Budget Year and Payroll 7 a. Create Calendar Events and Dates (First Time Setup) 8 b. Cycle Calendars Used in the Current Year to the New Budget Year 10 c. Edit, View, Print Newly Cycled Calendars as Needed 16 d. Add New Calendars as Needed 17 Benefit Steps Import Benefits from Existing SN Ded/Ben Group Edit/Add Benefits Codes as Needed 20 a. Add Insurance Benefit Code 20 b. Edit FICA Benefit Code 21 c. Edit Medicare Benefit Code 21 d. Edit Retirement Benefit Codes 22 e. Edit Unemployment Benefit Code 23 f. Add/Edit Any Additional Benefit Codes as Needed 24 g. Update Workers Compensation Rate Table Import Benefits from Employee Pay Records into Assignments Replace Assignment Benefit Rates/Amounts using Filter Mass Processing Complete Benefit Mass Processing Utility Items 33 a. Mass Add INS-Insurance Code and Rate to Base Assignments 33 b. Delete Benefits as Needed 34 c. Mass Update Assignment Benefit FTE Prorate Benefit FTE Prepare Salary/Hourly Matrices 38 a. Create a New Certificate Teacher Salary Matrix from a LEAP Factor Matrix 39 b. Clone an Existing Matrix and Manually Update 43 c. Add a New Matrix 45 WESPaC Doc/HR Personnel Budget NCESD 03/18 Page i

4 Table of Contents Step Page Employee Experience 11. Add Employee Profile WA Experience Process Step Increase Utility Mass Update Positions and Assignments to New Year Matrices Optionally Create Separate Working Plan(s) 54 Update Positions and Assignments 15. Add and Edit Positions and Assignments 55 a. Different Views to Assist with Review and Data Input 56 b. Items to Assist in Verifying Data Utilities to Mass Process Position/Assignment Data 62 a. Position/Assignment Mass Change Utility 63 b. Mass Change Assignment Breakdown Utility Run Audit and Generate Original Plan Detail 69 a. Run the Assignment Audit Process 70 b. Run the Generate Plan Detail Process 72 District s Using Multiple Budget Working Plans (completed step 14) 74 Washington Feature Set Functions and Reports Run Data Validation Run Mix Factor Report Run Salary Exhibit Report Create and Export the Personnel Budget File to Finance 79 a. Create a Budget of all current plan data 79 b. Export the Personnel Budget Values to Designated Finance Budget Type 84 Appendix Reports Assignment Breakdown Report A-1 Employee Management Report A-3 Plan Detail - Detail Report A-5 Plan Detail - Summary Report A-7 Plan Detail Employee Cost by Account (Web) A-8 Update Account Distribution Mass Utility A-11 Salary - Hourly Mass Change Utility A-13 WESPaC Doc/HR Personnel Budget NCESD 03/18 Page ii

5 WESPaC Personnel Budgeting Introduction This document outlines the steps necessary to produce a personnel budget file and extract to be combined with the fiscal budget dollars. In WESPaC the personnel budget files are produced in the Salary Negotiations application and include salary and benefit dollars and unfilled position monies. WESPaC HR provides the ability to create and export the file to the WESPaC Fiscal application, as well as the ability to create and export the Salary Exhibit for the OSPI F-195 report file. The steps provided in this document are general guidelines to follow. School Districts may have variations. It is important to review the process and follow steps that are appropriate for your agency. Each year software coding is completed after the Instructions are available from OSPI. Running final personnel budget related processes and reports are dependent on completion of the software updates. What is the Personnel Budget Report? Personnel salary and benefit dollars are a major portion of a School District or Educational Service Districts (ESDs ) budget. The reporting of these dollars (Certificated) and benefits also are the basis for the budget year s apportionment beginning in September. In order to receive the appropriate apportionment dollars, care should be taken to accurately reflect what the expected expenditures in these areas will be. School Districts and ESDs also use the personnel budget as a planning tool for the budget year. Personnel budgeting time can be the time when districts put in place new business practices, change methods of accounting for personnel, etc. Adequate planning and adequate preparation time is a necessary part of personnel budgeting. Districts planning on making major changes to how they conduct business should consult with their data centers regarding the impact of their decisions. All School Districts and ESDs are required to submit the proposed budget to their School Board, ESD Financial Office and OSPI. Dates for these submissions are established in the Personnel Budget Instructions from OSPI Reporting Year OSPI Instructions For more information please see the OSPI website with current year Personnel Budgeting instructions: Fiscal Support Assistance If you have questions relating to the WESPaC Personnel Budgeting process, please call or fiscalcoords@ncesd.org. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 1

6 Create Personnel Budget Salary Negotiation Plan (Steps 1 2) The Personnel budget and file is generated from a Salary Negotiations (SN) Plan. At least one Salary Negotiations Plan must be added for the budget year. Districts may choose to create several smaller plans for ease of personnel budget preparation and then combine these plans prior to exporting the information to the fiscal application. Example: You may create a plan for certificated base salaries, another for classified base salaries and another for additional supplemental dollars. Data for the personnel budget may be imported from the district s current Employee Management Plan (EM) plan(s) or another Salary Negotiations (SN) plan into the SN plan designated for personnel budgeting. You may selectively import positions and assignments from multiple plans. Example: You may choose to import your payroll EM plan(s) or your Updated S275 plan, and then import only your unfilled positions from another Salary Negotiations plan. Best Practice Recommendations: Decide what existing plan(s) will be used as your base to begin the budget process. If you will run an additional import for unfilled positions from last year s budget, do that import after step 9, Import Benefits from Employee Pay Records into Assignments. Otherwise, you will lose the unfilled position benefits since they do not contain benefits or pay records in profile. You may choose to add one initial master plan containing all assignments and benefit steps, and then create your individual plans from your master plan. This eliminates the need to complete the benefit processing multiple times. Add an asterisk at the beginning of the description of the salary negotiations plan (i.e. * F195 Personnel) so it displays at the top of the plan list and/or change the description of old year plans to begin with a Z- or X- to move them to the bottom of the list. Use the same benefit group for all personnel budgeting plans. If you do not use the same Ded\Ben Group some assignment benefits can be lost. You must consolidate data into one F195 personnel budget plan before exporting this data to the fiscal budget. Create a working budget plan to maintain data for ongoing budget updates. This plan may store data imported from your original F195 Personnel Budget plan, or any other up to date plan data as determined by your district. Refer to the Revised Personnel Budget WESPaC documentation if you choose to maintain a revised Personnel budget from a combination of EMS Payroll and SN Supplemental Budget plans. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 2

7 1. Add a New Year Personnel Budget Plan and Benefit Group Menu: Web HR, Employee Administration, SN, Plan Management Click Add Enter a plan Description such as *18-19 F195 Personnel Budget. Enter a Detailed Description such as the date it is created and where the data is importing from. Enter a plan year Check the option Track Changes made in this plan?. Click on the *Ded/Ben Group. NOTE: If you create multiple Budget Plans for the same year you must use the same Ded\Ben Group. Click Add. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 3

8 Enter 18BUD in the Group Code. Enter BUDGET BENEFITS in the description. Click Save. Click Back. Highlight the 18BUD Deduction/Benefit Group. Click Select. On the Plan Maintenance screen: Click Save. NOTE: Benefit Code setup steps are covered later in steps 4 and 5. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 4

9 2. Import Assignments Menu: Web HR, Employee Administration, SN, Plan Management Highlight the new *18-19 F195 PERSONNEL BUDGET plan. Select one of the following options: o Import Assign from Emp Mgmt Plans if importing from payroll OR o Import Assigns from Sal Neg Plans if importing from a S275 or another existing budget plan Select the EM or SN plan you have chosen as a base to start. Check If Position Already Exists Do Not Create a New One. Check If Assignment Already Exists Do Not Create a New One. This ensures all positions/assignments from multiple plan imports are processed. Check Process all Blank Job Types Optional - Uncheck Clear Pay Frequency Override Field. See note below. Enter a date to Exclude Assignments for Employees with termination dates prior to the entered date. Select all Job Types (if applicable). **Click the Selection Parameters option to further limit the positions and assignments to import. Click Report. Note: Determine whether to check Clear Pay Frequency Override Field. This is applicable for districts that do not use Contract Paid to Date Totals when calculating Pay Record Amounts (see Employee Management Configuration (SA\FM\FM). Checked Resets assignments for employees with new mid-year contracts. However, standard contracts that pay less than 12 months will need to be updated during the payroll preparation. ** The Selection Parameters filters the positions and individual assignments that will import from the selected plan. If you want to import all positions and assignments from the selected plan all code types should be set to All. In the Employee Ranges areas, choose the radio button for Inactive Profiles to be Included. Caution: If you are running an additional import, such as unfilled positions from last year s budget plan, select the unfilled positions/assignments only. Do not select only a specific Employee Type as all positions will be imported, but only unfilled assignments are included. See note on Page 29. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 5

10 Click the View Report button. Review assignments to be imported. Exceptions display at the top of the list. The last page will display the number of employees imported. Exceptions may require additional updates after the import process is complete. Close the report when review is completed. Review any exceptions before completing the import process. Click Import. Click Yes to the following message: Click Back once the import has finished. NOTE: If you initially import from last year s EM Payroll or SN S275 Plans and wish to run a second import from last year s SN Plan to import unfilled positions, do not run the second import process until after Step 9. Otherwise Unfilled Position benefits will be lost since they do not contain pay records and benefits in profile. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 6

11 3. Prepare Calendars for the New Budget and Payroll Year Calendars drive Position and Assignment FTE and salaries. Calendars are a critical part of the WESPaC budget process. Existing calendars for the current year should not be changed or deleted. The new year calendar information is completed through a Cycle process. In addition, new calendars may be added if needed. Notes about calendars: Calendars are defined by the year, calendar code and description. Do not change the code or description of a calendar that is to be cycled into the next year. Calendars affect FTE and salary dollars on EM and SN plan positions and assignments. Calendars on the position record must always reflect the full time FTE for the position. Calendars on the assignment record, in conjunction with begin/end dates and hours/minutes should reflect what the employee is actually expected to work. Calendars on the assignment that match the calendars on the position are ideal, but not always possible, particularly with most classified assignments. Calendars used from year to year are cycled into the new year. Calendars may also be cloned or individually added. The system will allow you to delete a calendar that is in use on an employee record. An assignment that references a calendar with non-standard hours may not calculate correctly if the assignment hours per day are different than the calendar default hours. Example: Calendar default hours are 8:00. Some Fridays are changed to 4:00 hours. These become 50% days. If an employee assignment uses on this calendar at 6:00 hours per day, those Fridays are calculated at 3:00 hour per day (50% of the employee s hours per day). Options for Calendar date ranges to accommodate possible snow days. If a district wishes to establish a calendar to easily accommodate possible snow days that extend a school year, a calendar end date can be established at the end of the month. This can be done during the budget process using option 2 below: Option Day Calendar: Dates: 09/02/2XXX to 06/11/2XXX (actual last day) If snow day(s) extend the school year beyond 06/11/2XXX, all calendar date changes will need to be completed. In addition, all current year assignments in any SN or EM plan in use and all payroll contracts will be affected. Each assignment/payroll contract that has the wrong end date will need to be changed. Option Day Calendar: Dates 09/02/2XXX to 06/30/2XXX (last day of month) Unless a snow day occurs, June will contain the correct number of work days, but last work day will 06/30. Extended snow day date changes must still be corrected in the calendars, but no change is needed to assignments or payroll contracts. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 7

12 3a. Create Calendar Events and Dates (First Time Setup) Calendar Events provide a way for you to copy designated Event dates (work days, nonwork days, or holidays) to multiple calendars. Calendar maintenance is streamlined once you set up the Event Codes and Dates and apply them to calendars. Calendar Event Codes Table Stores codes with an event description. The date or day type (work, non-work, or holiday) is not stored in the event codes table. You do not need to have separate codes for one event day with multiple day types unless you need a different description. Calendar Event Dates Table Is year specific. This table links an event to a specific date in the fiscal year. The day type (work, non-work, oh holiday) is not tied to the event dates table. Calendar Codes Table Is year specific. This table stores the calendars for a specific year. Each calendar contains a start/end date, default hours per day, and a work pattern between the start and end date. Dates on a calendar can be linked to calendar event codes. The type of day (work, non-work, or holiday) is designated on a day in the calendar code. Initially, you must set the exception number of active hours or paid holiday designation on days separate from Calendar Event processing. You can do this by editing an individual calendar or by using the Mass Change Calendar Days Utility. After events are setup on calendars, the event dates can be rolled and updated from year to year streamlining your calendar maintenance. Add Calendar Event Codes Menu: Web HR, Employee Administration, SN, Setup, Codes, Calendar Event Codes If you already have calendar event codes setup, you do not need to do this step during the budget process unless you need to add a calendar event code that was not used in the previous year. Click the Add option. Enter a Code Enter a Description. Click Save. Continue this process to add all events needed for calendars. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 8

13 Add Calendar Event Dates Menu: Web HR, Employee Administration, SN, Setup, Codes, Calendar Event Dates Once you have the calendar event codes setup, you can attach the calendar event codes to calendar event dates. To add a calendar event date for the first year it will be used follow these steps: Select the Year: Click the Add option. Select a Calendar Event Code. Enter or select a date. Click Save. Continue this process to complete all event date entries. If a calendar event code and date was used in a previous year, you can roll the event dates to the new year during the budget process: Select the year from the dropdown. Click the Roll Event Dates From Prev Year button. Use the checkboxes to choose the calendar event roll dates you would like to move from the year, to the year. Enter the New Date for the calendar event. Click Save. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 9

14 Calendar Event Date Tips: Once the Calendar Event Dates have been completed you will want a list to help you select the events you want to attach to calendars in step 3b. Create a Filter to use as a default so the events are in date sequence. You can also click on the Date column to sort by date (each time you access this screen). Increase the number of displayed records to include all of the events in a given year. Click the Print icon to get a list of all events in date sequence. Once the Events are attached to calendars, the Calendar Event Date Report option also provides a list of selected Events with the date and list of calendars they are attached to. 3b. Cycle Calendars Used in the Current Year to the New Budget Year Menu: Web HR, Employee Administration, SN, Plan Processes, Plan Calendars Cycle *Select New Budget SN Plan The current fiscal year displays in the from year box and the budget fiscal year should displays in the into year box at the top of the screen. The left hand box contains a list of the current year calendars. The bottom box contains the same list from which you will select the calendars you wish to roll to the next year. The top right hand box will populate with the calendars you select from the bottom box. NOTE: Make sure you know the calendar total days and default information before you begin the process of cycling the calendar to the next year. You may highlight the calendar and click the Detail button if you need more information on the existing calendar. Make sure the dates at the top of this screen are to Highlight a calendar from the list in the lower calendar box (those that have not been cycled yet). Click Add Selected Calendar. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 10

15 NOTE: You do not need to cycle all calendars at this time, only calendars needed for the budget process. If you have a calendar in place for a unique work schedule and that data is not yet known, you can change the employee assignments to a cycled calendar for the correct number of days. During the payroll preparation, the assignment can be placed back on the original calendar once the work schedule is established and calendar is cycled. Calendar Codes Screen Options Do not change the Calendar Code or the Calendar Description. Modify the default Work day hours if appropriate. Modify the Start Date and End Date as needed. Uncheck Clone days flagged as a Paid Holiday. Uncheck Copy Note and/or Memo assigned to the day. Check Clone days with a Calendar Event attached. Check Copy Note and/or Memo assigned to the day (system does this for you). Uncheck Clone days that have a Note or Memo which are not a Paid Holiday or attached to a Calendar Event. Uncheck Update non-standard hours. Click the Calendar Events to Clone link. o Select all the events you want to attach to this calendar. o Click Save. Note: How to update assignment calendar when performing calendar roll process for this calendar options: It is difficult to use the first option Keep current xxxx date on the Assignment and increment a year unless the they are full year round assignments, such as those that are 7/1 to 6/30 and 9/1 to 8/31. Assign first active day of Calendar to the Assignment. Assign last active day of Calendar to the Assignment. Assign first and last active days of Calendar to the Assignment. Click Save. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 11

16 Calendar Default Work Week Adjust default work week if needed. Click Save. Click OK to continue the process. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 12

17 Individual Date Change All Event dates attached to a calendar for the first time must be updated to identify non/work, holidays, and Note. All other dates needing these same updates must be updated. Click the actual calendar day. If it is a non-work/non-paid day, zero the active hours. If it is a paid holiday, leave the hours and check the box Is day a paid holiday? Change the active hours if the day is different than the default hours. A non-standard hour is established as a percentage to the standard default hours. Enter a Note so it displays on the calendar edit/view screen and calendar reports. If you want to add a Calendar Event Code to the day, check the box Attach Calendar Event Date and select the Event. If you do not select an event, enter a Memo to display on calendar reports as needed (event days will automatically display the Event description). Sample: Identifying an Event Day as a Paid Holiday Sample: Identifying an Event Day as a Non-Work/Non-Paid Day WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 13

18 Date Range Change NOTE: You cannot attach events in a Mass Change process. Click the Mass Change option to display the Mass Change Calendar Days screen. Indicate the date range, days, and calendar day information. Click Save. When you have completed the changes, review calendar Default Hrs/Day, day totals, and total hours. Click Close to return to the Plan Calendars Cycle screen. Once you close out of the calendar, you return to the Plan Calendars Cycle screen to continue adding calendars. See step 3c to access a cycled calendar for further options. On the main Plan Calendars Cycle Screen, the new calendars will appear in the upper right hand box of the Plan Calendars Cycle screen. You can add calendars to the list and then add others later. You do not have to complete the cycle process in one session. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 14

19 When you are ready to process the calendars (this will review and update all associated assignments and positions connected to the cycled calendars), click the Preview button. Click Print (as needed). Click Back if you do not wish to continue with the cycle. Click Continue if you wish to continue with the cycle. Click Yes to the message. Click Back on the message. Once the process completes, any exceptions will display. Carefully review exceptions as well as those individuals whose begin and end date fall differently within the calendar WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 15

20 range after the roll process is complete. The exceptions may require manual adjustments. You can click the Excel icon to display and print the exceptions in Excel. Click the Back option when complete. 3c. Edit, View, Print Newly Cycled Calendars as Needed If you need to make further changes to calendars, you can now access and edit the cycled calendar through: Menu: Web HR, Employee Administration, EM or SN, Setup, Codes, Calendar Codes Select the Filter Option. Select the fiscal year. Highlight a calendar. Select the Edit button. Recommendation: Use the Print option to validate calendar data. Report options are in Calendar Summary or Monthly Summary (12 month/single page or 1 month/single page) selections. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 16

21 3d. Add New Calendars as Needed Menu: Web HR, Employee Administration, EM or SN, Setup, Codes, Calendar Codes Aside from the Plan Calendar Cycle process, which rolls calendars from the current year for use in the new budget year, districts may need to add additional calendars to accommodate new work schedules. Note: A Calendar can also be cloned from an existing calendar and edited to reduce setup steps. Click the Filter Option. Select the fiscal year. Click Add. Choose Standard Calendar. Click Save. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 17

22 Benefit Setup (Steps 4-11) These steps complete the requirements for budgeting employer paid benefits: Setup up budget benefit codes by cloning from an existing group. Adjusting benefit code default values. Import employee assignment benefits from payroll. Replacing import assignment benefit values using utilities. Adding and deleting assignment benefits using utilities. Adjusting assignment Benefit FTE using utilities. 4. Import Benefits from an Existing SN Ded/Ben Group This step creates benefit codes unique to the Ded/Ben group that will be used for the budget plan(s). NOTE: If you imported assignments from EM, the recommendation is to clone benefits from last year s budget benefits. If you imported assignments from S275, import from last year s S275 benefits. Menu: Web HR, Employee Administration, SN, Setup, Codes, Deduction\Benefit Groups Highlight the 18BUD BUDGET BENEFITS group. Click Edit. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 18

23 Select the Benefits tab. Click Import Benefits from Group and select the appropriate benefit group. Import from group: (17BUD) BUDGET BENEFITS or S275 BENEFITS. To Group: (18BUD) BUDGET BENEFITS. Click Continue. Click View Report. Close Report The benefit codes are now imported and display in the Associated Benefits for the selected Group. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 19

24 5. Edit and Add Benefit Codes as Needed When benefits are cloned from an existing group, separate benefit codes are created for the selected Deduction/Benefit Group. These benefit codes store defaulting values that are used when benefit codes are added to an individual assignment. Note: Before adding any new codes, make sure you know the benefit object code and the benefit mask overlay used in payroll. If the code is already in your Payroll Benefit Code file, the object code will default in, but not the benefit mask overlay. To view current codes: Menu: Web HR, Payroll, Setup, Codes, Benefit Codes Edit existing benefit codes below to reflect the appropriate rates for the new year. Each of these updates is described in 5a through 5g: 5a. Add/Edit Insurance Benefit Code INS Menu: Web HR, Employee Administration, SN, Setup, Codes, Ded/Ben Groups state allocation rate = $ Highlight the 18BUD group and click Edit. Select the Benefits tab. If you imported benefits from last year s budget benefits you may have an INS- Insurance benefit code. Edit the Insurance code to reflect the full Benefit insurance monthly amount. Check the Use Benefit FTE box. This allows the system to calculate the INS amount factoring the assignment benefit FTE. Click Save. NOTE: If you imported from an S275 Benefit Group, the group most likely contained actual benefit codes. If you will be deleting them from the employee s assignments and using the INS code, the INS code may need to be added. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 20

25 5b.Edit FICA Benefit Code 1FIC Menu: Web HR, Employee Administration, SN, Setup, Codes, Ded/Ben Groups 2018 Rates: FICA rate = 6.2% FICA Maximum benefit amount = $7, ($128, Max Wage x 6.2%) Edit the 1FIC code. Update the Maximum rate to $7, Click Save. 5c. Edit Medicare Benefit Code 1MED Menu: Web HR, Employee Administration, SN, Setup, Codes, Ded/Ben Groups 2018 Rates: Medicare rate = 1.45% Medicare Maximum benefit amount = 0.00 (No maximum) WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 21

26 5d.Edit Retirement Benefit Codes Menu: Web HR, Employee Administration, SN, Codes, Ded/Ben Groups PROJECTED Retirement Rates 1ReE2 = 13.30% 1ReT1 = 15.02% 1ReE3 = 13.30% 1ReT2 = 15.02% 1ReP1 = 12.52% 1ReT3 = 15.02% Edit each retirement code and update the percentage as needed. Click Save. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 22

27 5e. Edit Unemployment Benefit Code 1UC Determine your district s Unemployment rate effective September 1, 2018 Non-cooperative districts: If your district pays an unemployment rate and your rate changes on the calendar year use the current payroll rate data. Menu: PaC HR, Payroll, Utilities, Tables, Payroll Tables, Other Payroll Tables, Unemployment Compensation Wages. Verify your district s actual payroll rate and maximum wage. Click Close. Cooperative Districts: Use the individual district rates and maximum amount provided by the Unemployment Cooperative. Sample District: Rate=.0045, Maximum Wage= $47, UC Benefit Code Percent=.450 (.0045*100) 1UC Maximum Amount= $ (.0045*47,300.00) Update Your 1UC Benefit Code for the Budget. Menu: Web HR, Employee Administration, SN, Setup, Codes, Ded/Ben Groups Edit the 1UC code. Enter your district s unemployment percent rate. Enter your district s maximum amount. Click Save. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 23

28 5f. Add/Edit any Additional Benefit Codes as Needed for Your District Menu: Web HR, Employee Administration, SN, Setup, Codes, Ded/Ben Groups You may need to add or edit a benefit code(s) for additional district benefit costs. Some examples are: employer paid life insurance, and employer HCA subsidy amount negotiated above pool allocation. Codes will need to be added to your associated Benefit Group or edited to adjust new budget year rates. You may also choose to add different benefit codes for unfilled positions to accommodate specific percentages or amounts you wish to include in the unfilled position. Some examples of additional codes you may create and apply to unfilled positions: XFIC- FICA/Medicare percent.0765 with no maximum. XWC- Specific percent for L&I calculation of bulk dollar assignments (i.e. coaching). XUNF- Flat benefit amount for a specific unfilled assignment (i.e. Specific Grant dollars). These codes can then be selectively added to unfilled positions manually or through mass processing options. NOTE: Benefit Object Debits and Benefit Salary Overlays are district specific. Make sure these are accurate when adding new benefit codes. When all of the Ded/Ben Group Benefit Codes have been added and/or edited, run a report of the benefit codes to check for accuracy. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 24

29 5g. Update Workers Compensation Rate Table The 1WC benefit code in the Ded/Ben Group does not control the rates applied to employee assignments. The WC calculation is applied to assignment hours and the applicable rate within specific date ranges. Do not update the 1WC benefit code in your Deduction/Benefit Group list. An empty Workers Compensation (WC) Rate Table is created when a Salary Negotiations plan is added. Values can be manually added or cloned from another existing Workers Compensation Rate Table. NOTE: Employee calculations use the specified rates applicable by date range. The Plan WC Rate table must contain rates that encompass all assignment work date ranges. Since Administrator contracts begin in July the effective date should be no later than 7/1/2018. Workers Compensation Cooperative Employer Rates 613 Accident = Individual Rate Per District Pension = Accident = Individual Rate Per District Pension = Accident = 0 Pension = 0 Menu: Web HR, Employee Administration, SN, Setup, Codes, Workers Compensation Rate Table. Select Rate for: F195 Personnel plan. Click Add. Add Code 613. Enter Effective Date = 07/01/2018 Enter WC rates provided by Workers Compensation Trust Cooperative. Repeat process for WC Codes 614 and 615. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 25

30 6. Import Benefits from Employee Pay Records into Assignments You can add benefits to assignments by importing the benefits from pay records or by using the benefit mass process. If you created assignments by importing from an EM plan, you do not have any benefits at this point in your process. You may choose to add them through mass processing or by importing benefits from payroll. If you created assignments by importing from a SN plan, you have the benefits from the imported assignments. You may choose to update them through available utilities to reflect new budget year rates or replace them completely by importing benefits from payroll. NOTE: If you will be creating multiple budget working plans, it is recommended to finish benefit setup steps while you still have only one plan. If you are going to import benefits from payroll and you also plan to import unfilled positions from last year s budget, complete this step before you import unfilled positions into your new year plan. Based on the selected Pay Codes and Benefit Codes this process will identify and import the employee s pay record attached benefit codes to the employee s SN assignment if the profile pay record pay code and the SN assignment pay code match. Caution: Be aware that multiple retirement benefit codes may exist on a pay record for employees who changed system/plans during the school year. Depending on the employee benefit setup, an import from Pay Records can cause the assignment retirement benefit to be overstated. A report can be run after plan detail has been created to identify these. Refer to the Employee Cost Account Report in Appendix A. Menu: Web HR, Employee Administration, Salary Negotiations, Plan Management Select the *18-19 F195 Personnel Budget Plan. Click the Import Benefits from Pay Records option. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 26

31 The Import Benefits from Pay Records screen is separated into three frames: Import Benefits from Pay Records General Parameters Exclude employee benefits with a stop date prior to this date: 09/01/2018. Uncheck the Use Insurance Tracking Benefit FTE for Calculations check box. Import Benefits from Pay Records Pay Codes Click the Select Pay Code Set link. On the Pay Code Sets screen, select a saved template if one already exist for all pay codes (confirm first that all pay codes are checked) or, Click Add. Enter a Pay Code Set Maintenance screen Description: All Pay Codes. Click on the Pay Codes link. On the Select Pay Codes screen, click the Select all XXX Records button. Click Save. Click Save. Highlight the saved Pay Code Set template. Click Select. Note: Selecting all pay codes will match any pay code in the employee assignment to same pay record code in the employee profile if it exists. Import Benefits from Pay Records Benefit Codes Click the Select Benefit Code Set link. On the Benefit Code Sets screen, select a saved template if one already exists for Budget Benefits (edit to confirm codes and times values are correct) or, Click Add. Enter a Benefit Set Maintenance screen Description: Budget Benefits. Click the Benefit Codes option. Check the Benefits to import and change the Times (# of payments) as needed: o Select FICA, Medicare, Retirement, and Unemployment. Times =? o Select Workers Comp. Times = 1. o Select the HCA Retiree Carve Out benefit code if you pay the HCA benefit beyond the state allocation. This can also be done through a mass process later for individual groups if needed. Times =? o Do not select the Compensated Absences benefit code this year. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 27

32 o Select any additional monthly benefit costs to your district. Times =? o Click Save. Review the Benefit Set Maintenance list of benefits selected. o Verify list is complete. o Verify the 1WC code Times = 1. Click Save. Highlight the Budget Benefits template. Click Select. Click the Run button to import the benefits into the plan assignments. Click View Report when the process is finished. An Exception Report will display listing assignments that will require future action. As shown on this sample report, benefits cannot be imported if the employee assignment pay code was not found on the employee s profile pay record area. These assignment benefits will have to be added manually or through the Benefit Mass Processing Utility. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 28

33 Results of Importing Benefits from Payroll: Here is a salary negotiations assignment record after the import. The benefits rates listed for retirement and unemployment are incorrect. They are total values from the latest payroll calculate. NOTE: Incorrect values will be corrected in step 7. NOTE: If you are going to import unfilled positions from last year s budget into your New Year budget plan. Now is the time to return to Step 2 and import your unfilled positions from the appropriate SN plan. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 29

34 7. Replace Assignment Benefit Rates/Amount using Filter Mass Processing (Make sure new year plan is selected) The Filter Mass Process Utility can be used to replace or adjust existing benefit code values on assignments. This option is the preferred method to update the following: Fix imported or previous year Retirement benefit values. Fix imported or previous year Unemployment benefit rates. Replace any other existing benefit values as needed such as a change to HCA retiree subsidy, etc. Note: Make sure your F195 Personnel Plan is selected at the top left side of the screen before selecting a utility. Menu: Web HR, Employee Administration, SN, Setup, Utilities, Filter Mass Processing Click Add, or select an existing template. If you selected an existing template, click the deselect all option to remove all filters from the Selected Filters side before editing available filters. Enter a Template Description: RETIREMENT/UNEMPLOYMENT (if adding a new template) Add or edit an available filter to update for budget benefit values. Filter Edit sample: WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 30

35 Filter Add sample: Replace assignment retirement benefit percent with new budget year applicable rate: Projected Retirement Rates 1ReE2 = 13.30% 1ReT1 = 15.02% 1ReE3 = 13.30% 1ReT2 = 15.02% 1ReP1 = 12.52% 1ReT3 = 15.02% Replace the assignment unemployment percent with your district s rate and calculated maximum benefit amount. Replace the percent and maximum to match the 1UC benefit code updated in step 5e. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 31

36 Once your Benefit filters are updated with finalized budget year rates: Select each filter, and then click the arrow to move it to the Selected Filter column. You may move any number of benefit filters to the selected filters side. Click the Save and Process option. Click the Preview Data to Process option. A report displays listing each employee with the old benefit value and the new benefit value. Review the report. Click Back. Click the Run the Update option. Click OK to the message. Click Display Report or Back. Back out of the Print Queue. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 32

37 8. Complete Benefit Mass Processing Utility Items Use the Benefit Mass Processing Utility to complete the following: Add the INS insurance benefit to base assignments. Unless you are budgeting actual insurance benefits imported from payroll in step 6. Delete benefits as needed. Add additional benefits as needed to all or selected assignments. Adjust benefit FTEs for insurance calculations. Note: Make sure your F195 Personnel Plan is selected at the top left side of the screen before selecting a utility. 8a. Mass Add INS- Insurance Code and Rate to Base Assignments Menu: Web HR, Employee Administration, SN, Setup, Utilities, Benefit Mass Processing Click Add. Enter Template Description: Add INS Select the INS benefit code from the Available Benefits list. Click the option to move the code to Select Benefits. Choose the Add Benefit Process Action. Enter a Benefit Amount. $ is the state benefit allocation. Click the Selection Parameters link. Select an existing template or add a template to select only base assignments in your districts. Click Save and Process. Click the Preview Data to Process option. Review the data to be changed. Click the Report button if you would like to view/print a report. Click Back when done. Click the Run Update button. Click OK to the message. Click Display Report. Back out of the print queue to get to the main menu. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 33

38 8b. Delete Benefits as Needed from Assignments Imported from a Salary Negotiation Plan If you imported from a SN plan (ex. S275 plan) that contained benefits you will not use in budget, such as actual dental, vision, and/or medical benefit codes, and you plan to budget insurance using the INS code you can delete the existing benefit codes through Benefit Mass Processing. Menu: Web HR, Employee Administration, SN, Setup, Utilities, Benefit Mass Processing Click Add. Enter Template Description: DELETE BENEFITS. Highlight the benefit code from the Available Benefits list. Click the button to move the code to Selected Benefits list. Choose the Delete Benefit Process Action radio button. Click the Selection Parameters link. o Add/select/edit a template to choose specific assignments to delete the codes from. Click Save and Process. Note: You can select multiple codes to delete at once, but you must highlight each selected benefit and choose the Delete Benefit Process Action radio button. Click the Preview Data to Process button. Select the correct view for the type of action and review the list. Click Back. Click the Run the Update button. Click OK. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 34

39 8c. Mass Update Assignment Benefit FTE Once the INS insurance amount is on the base assignments, the assignment BENFTE values need to be updated to appropriate the correct insurance allocation amount. Recommended updates are: Complete Plan Calendar Cycle. Complete Assignment updates to reflect budget data. Update Certificated assignments calculated FTE = BENFTE. Update Classified assignments hours calculated against 1440 = BENFTE. Menu: Web HR, Employee Administration, SN, Setup, Utilities, Benefit Mass Processing Update Certificated: Click Add. Enter Template Description: CERT BENFTE BASE CALC Highlight the INS code from the Available Benefits list Click the button to move the code to the Selected Benefits list. Processing Options: o Choose Benefit FTE radio button. o Choose Copy Calc FTE to Ben FTE radio button. Click the Selection Parameters link. o Add/select/edit a template to select certificated base assignments only. Click Save and Process. Click the Preview Data to Process button. Change view to Benefits to be Updated (Benefit FTE). Review the records for accuracy. Click Back. Click the Run the Update button. Click OK, Display report or click back. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 35

40 Update Classified: Click Add. Enter Template Description: CLASS BEN FTE - BASE Select the INS code from the Available Benefits list Click the button to move the code to the Selected Benefits list. Processing Options: o Choose the Benefit FTE radio button. o Choose the Recalc Ben FTE Based on radio button. o Enter 1440 in the Hrs/Year field. Click the Selection Parameters link. o Add/select/edit a template to choose classified base assignments only. Click Save and Select to return to the Benefit Mass Processing screen. Click the Save and Process button. Click the Preview Data to Process button. Change view to Benefits to be Updated (Benefit FTE). Review the records for accuracy. Click Back. Click the Run the Update button. Click OK, display report if you wish. Once these are completed, a Prorate BENFTE utility can be run to zero non-base assignments BENFTE and adjust for classified base assignments to have a combined total no greater than 100%. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 36

41 9. Prorate Benefit FTE Menu: Web HR, Employee Administration, SN, Setup, Utilities, Prorate Benefit FTE This utility allows you to set or adjust an employee s benefit FTE based on base assignments or all assignments. Additionally, the benefit FTE for non-base assignments may be set to zero. This function also prorates the benefit FTE for all selected assignments to a maximum sum of per employee. The process identifies base vs. non-base from the assignment breakdown screen duty suffix codes. This Utility adjusts the assignments back to 1.0 FTE for those employees whose combined assignment BENFTE is greater than 100%. No employees can have a benefit FTE over 1.0. Add or Edit an existing Template. Click the Select Plans link. o Select your F195 Personnel plan. o Click Save. Assignment Type: choose the radio button Set Benefit FTE to zero for non-base assignments. Browse Options: o Check the box to Show All Employees o Choose the radio button Show Changed Assignments. Select the default selection parameters. Click the Save and Run button. The report Copy SPI Codes to Asn Breakdown generates. Click the Display Report button. This report should be blank. Close Report and click back. Click the Preview Data to Process button. Review data. Errors need to be corrected before you run the update. Click Back. Click the Run the Update button. Click OK. Click Close. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 37

42 10. Prepare Salary/Hourly Matrices Matrices are used to place employee assignments on designated schedules. The schedules can be for stated hourly rates of pay or flat salary amounts. A matrix contains steps, lanes, and specified values for each step/lane combination. In WESPaC Matrices, steps refer to experience/year placement and lane refers to educational/level placement. CAUTION: Do not change an existing Salary Matrix in use in the current year. It will change current year assignment/contract data. It is recommended to not clone and update a matrix on a state leap schedule until the state derived base salary amount has been finalized for the New Year. You can leave employee assignments on the current matrix until this data is available. The placement tracker does not round half credits (i.e.5.5 to 6). To be in compliance with OSPI (WAS ) you need to enter the rounded value of the credits in the placement tracker. The Salary Matrix Delete option can by executed on a salary matrix in use. Be careful to only delete a matrix that is not currently used or in history. Step 10 provides instructions for three different types of matrix updates: Clone a matrix from the state LEAP DOCUMENT matrix to create the New Year state derived Certificated Teacher Salary Schedule. Clone from an existing matrix and make manual or mass adjustments. Manually add a new matrix. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 38

43 10a.Create a New Certificated Teacher Salary Matrix by Cloning from the LEAP DOCUMENT Factor Matrix Menu: Web HR, Employee Administration, SN, Setup, Codes, Matrix Master Creating a matrix by cloning from the LEAP DOCUMENT (LEAP1sb) provides the ability to identify a district base and populate the correct salary placements for each lane and step (educational placement and years of experience). Select the LEAP DOCUMENT 1 (LEAP1Sb) Matrix. Click the Clone button. Enter a new Matrix Code and Matrix Description. Leave District Base = 0.00 Choose the radio button for Use Assignment s Calculated Contract Amount (Default). Click Save. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 39

44 The Salary Matrix Maintenance screen will appear. Click Edit. District Base: enter $10, Click Save. Choose the radio button: Do not Update Any Lanes. Click OK. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 40

45 The Salary Matrix Maintenance screen appears again. Click the Edit option again. Change the original $10, to the new district derived base amount of $40, Click Save. Note: Do not complete this or remaining items in this process until the derived state base has been finalized. Choose the radio button: Update Lane Amounts. Click OK. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 41

46 Note: The Salary Matrix Maintenance screen that appears after you click OK will display zeros, so it looks like the recalculation did not work. If you expand the lane or Click the View Matrix option, you will see the newly calculated salaries. Round the new salary amounts to whole dollars by completing the following: Expand the first Lane Code. Click the Round Amount option. Leave all options with the default data. Click Save. This rounding option completed all lanes except the BA 135 lane (because the credit range is greater than 99). You will have to complete this rounding manually. Expand the BA 135 Lane and Expand the Step Amount. Click the Edit option for Step Correct the amount to round up or down the whole dollar. Click on the Save and Next button to edit the next step. Repeat this process until all steps have been completed. When complete, click the View Matrix button to verify data. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 42

47 10b. Clone an Existing Matrix and Manually Update Menu: Web HR, Employee Administration, SN, Setup, Codes, Matrix Master Highlight an existing matrix. Click Clone. Enter a Matrix Code and Matrix Description. Choose the radio button to: Use Assignment s Calculated Contract Amount. Click Save. To individually change a Lane s Step amount, Expand the Lane. o Click the step Edit link. Update the Amount. Click Save or Save and Next to automatically open the Step Maintenance screen for the next step. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 43

48 To mass change amounts (by a flat dollar amount or a percentage) expand the Lane and Step Amounts. o Click the Mass Change link. You can choose to process the change on all lanes or only the current lane. If you choose all lanes, you can select the range (default is all lanes and credits up to 99). You can choose to update a range of steps (default is all steps). You can choose to update by amount or by a percent. Enter the actual amount or percentage change. Select the Base update option. Click Run. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 44

49 10c. Add a New Matrix Menu: Web HR, Employee Administration, SN, Setup, Codes, Matrix Master Click the Salary Matrices Add button. Enter a Matrix Code and Matrix Description. Identify the Matrix Type. Enter a District Base. Choose the radio button: Use Assignment s Calculated Contract Amount (Default). Click Save. Click the Add option to add a new Lane/Step(s) record. Identify the Lane Code. Identify the number of steps to create. Identify the first Lane/Step amount. To automatically generate amounts for all of the steps you can identify to increase the value by an amount or a percent. Click Save. Expand the Lane and click the step edit option to change a value manually. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 45

50 11. Add Employee Profile WA Experience The purpose of adding employee experience is to have a good comparison of the salary step the employee will be on next year with what their expected experience should be at the completion of the current year. This is especially important when running a mix factor report to check for salary compliance. However, the awarding of experience is not required to provide a step increase the employee s placement tracker. You cannot use an annual update experience award code more than once. You can combine different types of certificated employees together into one process, as long as the code description and comment (visible in employee access) can be the same. Example Single Process: Experience Code: 17CERT CERT Processing Comment: CERTIFICATED ANNUAL EXPERIENCE Selection Parameters: SUPT, ADMIN, TEACHER, COUNSELOR Positions and BASE Assignments Example Multiple Processes: Experience Code: 17CERT Processing Comment: CERTIFICATED ANNUAL EXPERIENCE Selection Parameters: TEACHER Positions and BASE Assignments Experience Code: 17ADMN Processing Comment: ADMINISTRATOR ANNUAL EXPERIENCE Selection Parameters: SUPT, AMIN Positions and BASE Assignments Menu: Web HR, Employee Administration, Setup, Utilities, Create WESPaC Experience Click Add. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 46

51 Enter a Template Description. Select Plan Year 2017 (experience is based on current fiscal year). Click the Experience Code option. o Click Add. o Enter an experience code and description. o Leave Manual unchecked. o Click Save. o Click Select. Enter a comment for the newly added experience. Select Increase by FTE. Click the Select Plans option. o Select EMS plan(s) to base the experience FTE on. o Click Save. Click Select Experience Summary Codes option. o Select DI District In-State DI. o Select SI SPI In-State. o Click Save. Click the Selection Parameters option. o Add/Select a parameters template to limit the selection to certificated base assignments only. Click Save and Process. Click the Preview Data to Process option. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 47

52 Review the Browse screen for accuracy. Optionally, you may select the Verification Report to generate a report that shows similar data to what you see in the browse screen. Click Back. Click the Run the Update option. Click Ok to the following message. The update process generates a report that you may choose to print and/or save. You may choose to Print and/or Save that report. The experience record is created per assignments in Employee Management, with the end date of the assignments. The end date is used in calculation of Experience for other reports. After the end of the fiscal year, experience information should be reviewed for accuracy to adjust for employees whose assignment FTE changed after this update was completed. This may include changes in assignments, unpaid leave, sub-time, etc. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 48

53 12. Process Step Increase Utility This utility adds an experience/year step to the employee placement tracker which will advance a step on their salary matrix. The Increase by field should be FTE for certificated placements (advance by Calculated FTE). If you are running this process for classified placements and they increase one step each year, the Increase by field should be Amount and the increments should be one. NOTE: Run this process after you have completed the Plan Calendar Cycle process. NOTE: The Effective Date is very important. Entering the wrong date may affect the employee s calculated contract for that assignment. Make sure the effective date is on or before any assignment, base or supplemental, that uses the placement. Do not enter a date that conflicts with any work dates in the current year for the selected group of employees. Menu: Web HR, Employee Administration, SN, Plan Processes, Step Increase Process Process the Step Increase for Certificated placements. Select FTE for the Increase by field. Enter an Effective Date. See Note above. Click the Selection Parameters option o Create/Select a template for base assignments only. Select all Groups and check Include Blank Groups. Select Placement(s) whose salary step you wish to increase. Check Groups Assignment by Placement. Select the Lanes you wish to include. Enter the Credit Range From and To Select all Calendars Click Continue. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 49

54 The Placements to Update browse screen displays. The browse screen shows you how the employee placement record will be changed. Review data for accuracy. Edit an employee to manually adjust any proposed New Step. Delete a highlighted employee if they should not be included in this process. Click the Report option to create a detailed Report. Print and Save this report for your records. NOTE: The update process does not print a report of changes. Click the Save option to save this list for edit/processing at a later time. Saved files display for 10 days in print queue. Click Update when complete to apply these changes. Process the Step Increase for Classified placements if applicable in your district. Select Increase by = Amount. Enter Amount = 1.00 Enter an Effective Date. See Note above. Click the Selection Parameters option o Create/Select a template for base assignments only. Select all Groups and check Include Blank Groups. Select Placement(s) whose salary step you wish to increase and check Groups Assignment by Placement. Select the Lanes you wish to include. Enter the Credit Range From and To. Select all Calendars Click Continue. The Placements to Update browse screen displays. The browse screen shows you how the employee placement record will be changed. Review data for accuracy. Edit an employee to manually adjust any proposed New Step. Delete a highlighted employee if they should not be included in this process. Click the Report option to create a detailed Report. Print and Save this report for your records. NOTE: The update process does not print a report of changes. Click the Save option to save this list for edit/processing at a later time. Saved files display for 10 days. Click Update when complete to apply these changes. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 50

55 13. Update Positions and Assignments to New Year Matrices You can use the Filter Mass Processing Utility to change your positions and assignments from the matrices to the new matrices. Menu: Web HR, Employee Administration, SN, Setup, Utilities, Filter Mass Processing Add a new or Edit an existing template. Enter a Template Description (if adding). If you selected an existing template, click the deselect all option to remove all filters from the Selected Filters side before editing available filter. Click Add to add a new Matrix filter or click Edit to make changes to existing Matrix filters as needed. Select the Matrix type. Select the existing matrix (currently on the assignments). Select the new budget year matrix. Click Save. Continue adding/editing all Matrix filters as needed. After filters are completed, add each filter to the Selected Filter side. When matrix filters are selected, click Save and Process. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 51

56 Click the Preview Data to Process button, to review data to be changed. Verify each employee with the old matrix and the new matrix. You can send the Mass Filter Processing screen to Excel for easier viewing. Verify data and click Back. Click the Run the Update option. Click Ok to the following message: Click the Display report to view the Filter Mass processing Verification Report. Save and or Print this. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 52

57 14. Optionally Create Separate Working Plan(s) Menu: Web HR, Employee Administration, SN, Plan Management Now that all of the setup work has been completed, you may choose to add multiple plans with different groups of employees to continue your updating processes. You may also just wish to add one working plan and leave your Initial Master plan as a backup. Make sure you select the same Ded/Ben Group as you did for the initial master plan. Import assignments from the initial master plan using selection parameters to limit the data you wish to have in your working plan. Begin using this plan as you start the next step. Click Add. Enter a plan description. Enter the year. Select the 18BUD Benefits Ded/Ben Group Click Save. Select your new plan. Select the Import Assignments from Sal Neg Plans option. The import screen instructions are provided in Step 2. May sure you use the accurate selection parameters to select the position, assignments, group combinations you want in the plan. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 53

58 15. Add and Edit Positions and Assignments Additional items to consider when completing positions and assignment maintenance: Position Updates Examples: Position is being changed from a default salary amount to a salary matrix. Position s 1FTE calendar has changed from 220 days to 216 days. Position default payroll/assignments breakdown data is added/changed to better facilitate data input of new assignments. (Assignment Update Examples) Edit positions IF for example: Employee is moving to a different column on the salary matrix and a new placement tracker is needed to reflect this. Employee s calculated FTE is changing for the next year. Employee will be on a different calendar next year. Employee is being moved to a different position. In this case the employee s current assignment must be deleted and then they must have a new assignment added to the new position. Employee has multiple base assignments due to an increase in hours during the current year. You may wish to budget to one assignment for the new year, delete the second assignment and update the first. In NCISC districts this is identified by the pay code. Determine if required updates are for a group of positions and/or assignments. If so, you may be able to use a utility to globally make changes, see step 19. Refer to the EMS/SN Position/Assignment Samples for different types of position/assignment data entry. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 54

59 15a. Different Views to assist you with Data Input Assignment Tab Menu: Web HR, Employee Administration, SN, Assignments The assignment tab provides access to all employee assignments listed in employee name key sequence. You may add, view, edit, clone or delete existing assignments. You may also click the Excel option on the display to Excel the entire file. Creating Filters will assist you in viewing data in your browse. The filter can contain any of the displayable fields in any sort order and may also be limited to selected information. Helpful Filters: Staff Assignment All All selections displays key information in browse display. Base Assignment Cloned from Staff Assignments, Base Assignment selections. Certificated Assignments Cloned from Staff Assignments, Cert Assignment selections. Classified Assignments Cloned from Staff Assignments, Class Assignments selections. Position Maintenance Screen Menu: Web HR, Employee Administration, SN, Position Control Select the Position Control option to add, review and update positions as well as employee assignments within a position. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 55

60 There are many views that you can select from, to display information. Select Position Control to do the following: Position Control Frame: Click the Add Pos Ctrl option to add a new position that is currently not on file. Click the View or Edit Pos Ctrl option to view or update default details for a position that is on file. Click the Delete option to delete the position and all of its assignments. Staff Assignment Frame: Click Add or Mass Add to add staff assignments not currently on file. Click Edit, View, Delete or Clone to make staff assignment updates. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 56

61 Using the SPI Browse to View/Edit by Assignment Breakdown. You may find it useful to use the SPI Browse. This view displays Assignment Breakdown data and can be sorted in various ways. All Assignment screens can be viewed/edited from this browse. You cannot add an assignment in this area. Menu: Web HR, Employee Administration, SN, Setup, Utilities, SPI Browse You can Add/Select a template based on Plan, Assignment, and Employee criteria. Once the SPI Browse screen loads, you can display and sort data using any of the screen option options. A highlighted assignment may be viewed or edited from this screen. NOTE: This data loads based on the assignment breakdown screen data. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 57

62 15b.Items to Assist you in Verifying Data Edit Position Data Menu: Web HR, Employee Administration, SN, Position Control Whenever a position is edited and Save is selected to complete and exit the screen, a message displays asking you to choose how you would like to process these assignments. The default is to update assignment information that matches the original values on the position control Record. Use this option carefully, or you may unintentionally change assignment data incorrectly. Position Total Hours Position hours define the full FTE for the position. The employee assignment hours compare this to calculate FTE and the assignment salary. The position must always represent a 1 FTE for base or timed assignment dollars. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 58

63 Assignment Date Fields Employee Assigned date must be on or before the assignment start date, or assignment amount will be affected. Placement Tracker Effective date must be on or before the assignment start date or assignment amount will be affected. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 59

64 New Assignment Benefit Setup Assignments added after the Benefit setup steps are completed will need to have benefits added to them on the assignment Ded/Ben Information tab. Benefits can be removed from the assignments, added to the assignments, or have their Amt/Rate or Times to pay changed. 1WC should be set to 1. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 60

65 16. Utilities to Mass Process Position/Assignment Data Aside from the Plan Calendars Cycle, Benefit Mass Processing and Filter Mass Processing which are described in previous steps, there are a number of processes available from the Salary Negotiations Main Tab, Utilities option to make mass changes to position and/or assignment data. Carefully read the utility description first if you are not familiar with the process. NOTE: If you are not comfortable with a proposed process you wish to make, you can always create a small TEST plan to test the utility before running it on your actual budget data. Menu: Web HR, Salary Negotiations, Setup, Utilities WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 61

66 16a.Position/Assignment Mass Change Utility The most commonly used utility; Position/Assignment Mass Change is described in the following pages. Menu: Web HR, Employee Administration, SN, Setup, Utilities, Position-Assignment Mass Change This utility can change position and/or assignment data. There are three screens to complete. You can confirm whether to continue with the option or not from the final display. Screen 1 Criteria for Position and Assignment Selection Add or Edit an existing Template Identify on this screen the parameters for selection based on Positions, Assignment, Building, Group, Matrixes, Calendars, Departments, and/or Job Types. You must also identify if you are only processing the utility on Positions, Assignments or both by checking the appropriate boxes. Click Continue to display screen 2. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 62

67 Screen 2 Selection of Position/Assignment Information to Change The top of the screen provides two Mass Change options: A= All: The left side of the screen is desensitized on edit. All position/assignment that met the screen 1 selections will be changed. O= Equal to old code: The left side of the screen is sensitized. You can further identify what the current value must be on file for the Change To data to be updated. Edit each area frame as needed to enter the current and change to values as needed. This screen may be left blank if you are only making payroll screen changes. Click Continue to display screen 3. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 63

68 Screen 3 Selection of Payroll Information to Change The top of the screen provides Mass Change two options: A= All: The left side of the screen is desensitized on edit. All position/assignment that met the screen 1 selections will be changed. O= Equal to old code: The left side of the screen is sensitized. You can further identify the current value must be on file for the Change To data to be updated. Edit to enter the current and change to values as needed. This screen may be left blank if you are only making position/assignment screen changes. Click the Save and Process option. Click on Preview Data. Verify data to be changed is correct. You can use the scroll bars to view proposed changes. You can Excel the display to complete a more detailed review. You can click on the Display only the elements that have been changed box to limit the display. You can remove any assignment from the processing list. Click Back. Click the Run the Update option. The Position-Assignments Mass Change process report generates, which you can choose to print and/or save. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 64

69 16b.Mass Change Assignment Breakdown Utility Aside from the utility options available to change data on position/assignment/payroll information data, the Salary Negotiation Utility option also provides a number of Breakdown date utilities. You can use the Mass Change Assignment Breakdown Utility to update data in the assignment breakdown records all at once. You can save time by selecting individual employees in the Employee Selection By area of the Selection Parameters. This utility allows you to change the following information at the same time: Program, Activity or Duty Codes, Grade, Building and account number. Menu: Web HR, Employee Administration, SN, Setup, Utilities, Mass Change Assignment Breakdown The template stores the plan(s) to change, The Employee Selection Parameters, and the Field Crieria to Change. Select Add or Edit an existing Template. Click the Select Plans option. Select a plan or plans. Click Save. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 65

70 Employee Selection Parameters Click the Selection Parameters option. Selection parameters can be based on any combination of positions/assignment criteria and existing breakdown record criteria. In addition, the utility can be run for selected employees. NOTE: If Breakdown Duty code is selected, the Duty By Suffix options are displayed. Select each code and complete selections as needed. After all selection criteria is complete, click the Save and Select option. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 66

71 Breakdown Fields to Change Select Define Breakdown Fields. The top of the screen provides two Mass Change options: A= All: The left side of the screen is desensitized on edit. All selections that met the screens 1 and 2 selections will be changed. O= Equal to old code: The left side of the screen is sensitized. You can further identify the current value must be on file for the Change To data to be updated. o o o o o Select A=All or O=Equal to. Click Edit. Enter the change from criteria if O=Equal is used. Enter the Change to values needed. Click OK. Select Save and Process Click on Preview Data. Verify data to be changed is correct. You can use the scroll bars to view proposed changes You can Excel the display to complete a more detailed review. You can click on the Display only the elements that have been changed box to limit the display. You can remove any assignment from the processing list. Click Back. Click the Run the Update option. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 67

72 17. Run Assignment Audit and Generate Plan Detail-Critical Piece The Assignment Audit is used throughout the budget process to allow WESPaC to auto correct calculations such as FTEs, days, hours, salaries, etc. This process displays exceptions of system generated position/assignments calculations that vary from the data on file. If exceptions display, the update may be completed to fix (or override) the existing data with the new audit calculations. The Generate Plan Detail is used in the budget process to system generate the salary and benefit values required for WESPaC to proceed with various validations, reports and extracts for both the F195 and WESPaC Finance. This process calculates the pay and benefit amounts for each assignment and account in the current plan, and create the plan detail data, which is displayed on the Plan Detail tab. A Generate Plan Detail process should be preceded by an Assignment Audit process to validate/update exceptions first. If any edit is made to an assignment, the Generate Plan Detail must be re-run in order to insure the accuracy of the reports which use the plan detail data. Recommendation: Assignment changes and plan imports can affect the benefit FTE of assignments. Run steps 8c. and 9 before any Generate Plan Detail process if: You have just imported data from another plan. Assignment changes are made that impact benefit FTE calculations. Non-base assignments are added and benefit FTE was not zeroed on the assignment payroll screen. Caution: The Generate Plan Detail provides the option to create new benefit accounts not on file in your chart of accounts. Carefully review potential accounts to ensure data is correct before continuing process. Menu: Web HR, Salary Negotiations, Plan Processes WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 68

73 17a.Run the Assignment Audit Process Make sure your * F195 PERSONNEL plan is selected at the top of the screen. Menu: Web HR, Employee Administration, SN, Plan Processes, Assignment Audit Select the Skyward Default template to run a full audit on both positions and assignments. Click Process. If exceptions are found, select to Preview Data to Process Review exception list carefully to determine the audit calculations that differ from plan data. Excel the file data if needed for further review. You may highlight an exception and select the Edit option to access and manually edit and correct the record. Click the Back option when you have completed. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 69

74 If you wish to fix the exceptions with the audit calculations, select the Run the Update option. If not, click the Back option. If you proceed with the Update, select OK to continue. Remaining exceptions are displayed in the Audit Status screen display after the process has completed. Repeat this process as needed. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 70

75 17b. Run the Generate Plan Detail Process Caution: The Generate Plan Detail provides the option to create new benefit accounts not on file in your chart of accounts. Districts should check Do Not Create New Account Numbers when running a Generate Plan Detail unless you have already confirmed the proposed new accounts should be added. Make sure your * F195 PERSONNEL plan is selected at the top of the screen. Menu: Web HR, Employee Administration, SN, Plan Processes, Generate Plan Detail Click No to Run Audits (You just completed the Audit process in step 20a). Select Do Not Create New Account Number on the Generate Plan Detail screen. Click Run. If Exceptions are encountered click View Exceptions. Review, make corrections and re-run Generate Plan Detail. If no exceptions click OK when process is complete. A Display Report option will display if any benefit object accounts were not on file to complete the benefit calculations for identified assignments. Review the report carefully to determine appropriate action. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 71

76 Once the Generate Plan detail has completed, a plan detail option displays an Assignment Record Browse view of plan detail calculations: Menu: Web HR, Employee Administration, SN, Plan, Plan Detail WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 72

77 Districts Using Multiple Budgeting Plans If your district created multiple F195 personnel budget working plans, you should run the Data Validation and Mix Factor (if applicable to the plan assignments) on these plans, and make any necessary corrections. After all corrections have been made, each of the working plans must be imported into one F195 Master/Final plan. This plan is used to create the F195 extract file. Multiple Plans sequence: For Each Plan: Run Data Validation. You can select multiple plans to run at one time. Run Mix Factor Report if applicable. Run Salary Exhibit Reports; do not check create F195 Extract for Objects 2 and 3. Make all necessary corrections. Run as needed Sal Negotiation Reports. Run as needed the Assignment Breakdown Report. Generate Plan detail. Add a F195 Master/Final Plan: Import each plan into this plan. Correct Benefit FTE (steps 8 and 9). Generate Plan Detail. Run Data Validation. Run Mix Factor Report. Run Salary Exhibit Reports; check create F195 Extract for Objects 2 and 3. Create and Export this budget plan to your Finance budget type. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 73

78 Washington State Reports and Functions (steps 18-20) When a Plan Detail has been created there are some additional reports that should be run. These reports are found in Washington State Reporting under the Federal/State Reporting tab. 18. Run the Data Validation Report Menu: Web HR, Federal/State Reporting, Washington State Reporting, Data Validation Report Add a template or edit an existing template. Select the Plan Year (2018). Click the Select Salary Negotiation Plans option. o Select the Plan(s) (18-19) o Click Save. Display Check Mix Factor and Salary Exhibit Errors. Check Employee Name in the Report Sequence. Select Default Selection Parameters. Click Save and Print. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 74

79 When the Copy SPI Codes to Asn Breakdown report has completed, click back to generate the Data Validation Report. This report provides information on inconsistencies in your data for Mix Factor, State Reporting, Salary Exhibits, equity setup, and crosswalks. Review the report and make any necessary corrections to the assignments. Close when complete. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 75

80 19. Run the Mix Factor Report If your district added Experience in step 14, you should run the Mix Factor Report to validate compliance with your district s approved Salary Schedule. Menu: Web HR, Federal/State Reporting, Washington State Reporting, Mix Factor Click Add or Select and Edict an existing template. Select Plan Year Check Salary Negotiation Plans Only. Click the Select Salary Negotiation Plans option. o Select your * F195 Personnel Plan. o Click Save. Enter the derived base salary amount 40,000. Enter Calculate Experience Thru: 08/31/2018. Enter Calculate Credits and Degrees Thru: 10/01/2018. Check Use Salary Compliance Edits. Check Report Type: Both Select Selection Parameters: Default Parameters. Click the Save and Print option. When the Copy SPI Codes to Asn Breakdown report completed, click Back. When the Data Validation report has completed, review for errors and click back. Review the Mix Factor report Exception Messages and for Out of Compliance employees. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 76

81 20. Run Salary Exhibit Report and Save OSPI Extract You must have Generated Plan Detail (and have not edited any assignment) to run the SPI Salary Exhibit Report. The SPI Salary Exhibit Report can optionally create the OSPI Extract File for Account Objects 2 and 3. This option should not be checked unless: The report has been previously run and all warning/errors have been reviewed and corrected as needed. All data validation errors have been corrected. Mix Factor out of compliance records have been verified/corrected as needed. Grand totals from a previously run Salary Exhibit Report balance to Plan Detail Summary Report grand total. Plan Detail is final and you are ready to import into EDS F195 Salary Exhibit. Menu: Web HR, Federal/State Reporting, Washington State Reporting, Generate SPI Salary Exhibit Report Click Add or Edit an existing template. Select Plan Year Click the Select Salary negotiation Plans option. o Select your F195 Personnel Plan. o Click Save. Check All Reports to print as needed. Do not check the Create OSPI Extract File for Objects 2 and 3 option if this is your first time running this report. You can rerun the report later and check this box when you have validated that you have no errors, and you are in balance. Check the Create OSPI Extract File for Objects 2 and 3 option if you have completed the check items above. Check the Select Save and Print. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 77

82 When the Copy SPI Codes to Asn Breakdown report has completed, click back to generate the Data Validation Report. When the Data Validation report has completed, review for errors and click back to generate the Salary Exhibit Report. Review the Salary Exhibit report for errors. NOTE: If there are errors on your Salary Exhibit report, you will not be able to produce a complete report. Typical errors are: Crosswalk account not found, Program not found, Activity not found. Errors must be resolved. If the option to Create OSPI Extract File for Object 2 and 3 was checked, you must also transmit the file to OSPI so it will be available to import in you EDS F195 import data options: Menu: Web HR, Federal/State Reporting, Washington State Reporting, View/Save OSPI Extract File. Highlight correct file to be extracted. Click on Save to Export Folder and Transmit to OSPI. When you have completed verification of your personnel budget, check the box titled Create F195 Extract for Objects 2 and 3 to turn your information over to the fiscal office for inclusion with the rest of the district s EDS F195 Budget import process. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 78

83 21. Create and Export the Personnel Budget File to Finance The Salary Negotiations Budget area is where the budget is generated, compared, and exported for the selected plan. After all data has been checked for accuracy it is time to create your personnel budget information. NOTE: Make sure to identify what Finance Budget Balance Type this data will be exported to. See Finance Budget Process materials for more information. NOTE: Until a Plan Detail has been created, the Create option will be de-sensitized. 21a.Create a Budget to show total dollars. Menu: Web HR, Employee Administration, SN, Budget Once the create process has taken place, information shows in the Account Budgets portion of the screen and totals appear below. Also the other options are sensitized. Choose the View option All Accounts Created. Click the Create option. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 79

84 The Budget Compare Process screen displays: Compare Budget Year = New Budget Year = Budget Amount = Replace Existing Amount. DO NOT check to Round Budget Amounts. This rounds each record as opposed to rounding the total for each account. Select to Use Account Filter check box. Check to create records for only accounts affected by current plan. Select Parameters as needed. Check the Include Blank Job Types check box. Click Save. Click Yes When you click on Save the Budget Compare message displays. Click Yes to continue. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 80

85 Click Save on the Range Filter Parameters screen. Leave all the default options as they are. The Breaks Selection screen displays. Enter any selections you wish in your budget account display. Select Save. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 81

86 Click OK to the Compare process complete message. All you see on this screen is accounts and dollar information. If you need to see the assignments making up those dollars, highlight a line and click the View option. The Account Breakdown Detail screen opens: The personnel budget information displays: NOTES: During budgeting, you should not make adjustments using the Inc/Dec % option. This option may be useful, except, during union negotiations with a particular employee group. You may go through this process several times before you have a satisfactory file. Every time you change something in an assignment, you must rerun the Generate Plan Detail and create a new budget file. When you leave the Salary Negotiations application, the data in this screen is lost and must be recreated. You may want to use the Excel option on the screen to download the information to Excel and save the file for comparison if you revise your budget in a subsequent working session. Caution: Make sure the Current Plan Total balances to the Plan Detail Summary Report and the Salary Exhibit Grand Total before you export this to WESPaC Finance. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 82

87 21b.Export the Personnel Budget Values to Designated Finance Budget Type Click the Export option. The following message appears. Click OK to continue. The Salary Negotiations Budget Export Options screen appears: Always select the option to Override By Budget Type. Select NO to Create Detail Budget. Selecting Yes would import individual employee detailed budget lines. Importing detailed budget lines impact existing budget processes. From the drop down box, select the Budget Type ERC (assigned by the Fiscal Budget Process Steps). Click Run. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 83

88 After clicking run, the following message appears. Review report for exceptions. Refer to the F195 Fiscal Budget WESPaC Data Processing Procedures for remaining steps to complete the budget process. WESPaC Doc/HR Personnel Budget NCESD 03/18 Page 84

89 Appendix - Reports There are many reports available to assist with data validation. Menu: Web HR, Salary Negotiation, Reports PLAN REPORTING: Assignment Breakdown Report This report provides SPI Assignment, FTE, Calculated FTE and Salary information from the Assignment Breakdown area. Add or Edit existing template. *Report Parameters are on the following page. WESPaC Doc/HR/ Personnel Budget NCESD 03/2017 Page A- 1

90 Complete Report Parameters and click OK. Click Save and Print. WESPaC Doc/HR/ Personnel Budget NCESD 03/2017 Page A- 2

91 Employee Management Report The Employee Management Report provides the assignment lane/credit placement, account codes and percentages, and account salary amount, as well as total assignment calculated pay. Add or Edit existing template. Select Report type. Enter a report Heading (Title to appear on report). Check to display a separate line for each distribution. Select to not include Add-ons. Complete selection parameters as needed. Click Save and Print. WESPaC Doc/HR/ Personnel Budget NCESD 03/2017 Page A- 3

92 Click to review the report when processing has completed. WESPaC Doc/HR/ Personnel Budget NCESD 03/2017 Page A- 4

93 Plan Detail Reports Plan detail reports cannot be run unless you have generated plan detail and the positions or assignments have not been edited since the latest plan detail. If a valid plan detail does not exist, you will not be able to run any of the reports listed under the Plan Detail Reports folder. Menu: Web HR, Salary Negotiation, Reports Detail Report The Detail report runs in employee sequence based on the selection parameters. It displays assignment and benefit line items and can be very lengthy for a large selection of employees. Add or Edit existing template. Click the Selection Parameters to enter selection criteria as needed. In addition to assignment and employee selections, the detail report can be run for selected account ranges. You may also choose to create an Excel file of the report data. The file will generate after the report is closed. Click Save and Print. WESPaC Doc/HR/ Personnel Budget NCESD 03/2017 Page A- 5

94 Click to review the report when processing has completed. Sample Excel file (note: some columns in this sample are hidden) WESPaC Doc/HR/ Personnel Budget NCESD 03/2017 Page A- 6

95 Summary Report The Summary Report provides a one line Salary and Benefit total for each employee and a grand total of all salary and benefits in the selection parameters. It should be run with wide open selection parameters, including inactive profiles. The total should be verified against the total in the WESPaC Salary Exhibit (step 20) and the Budget Creation (step 21). Add or Edit existing template. To run a summary report only, do not select any of the additional options. Click Selection Parameters and make sure all types are selected including inactive profiles. Click Save and Print. Click to review the report when processing has completed. The last page provides a grand total of the plan based on selection parameters. WESPaC Doc/HR/ Personnel Budget NCESD 03/2017 Page A- 7

96 Employee Cost by Account Report The Employee Cost by Account Report generates a report displaying the dollars appropriating to each account by employee. In addition, this report displays Hours/Day, Days, Calculated FTE, and Benefit FTE. These amounts include both salary and benefit totals. You must build the benefit columns, which allows you to group multiple benefits into one column. This option does not create a printed report, but it does produce the results in an excel file, which can be sorted and edited as needed. This is a good source to verify benefit data. It is recommended to run this report for base assignments and then for non-base assignments. Note: This provides an easy format to identify: Insurances that may accidently be applied to non-base assignments. Missing Mandatory benefits. Extra Retirement codes for employees who changed plan during the year. Add or Edit an existing template. (You may also Clone from an existing report setup). When you first access this report you must label the Excel columns for benefits in the User- Defined Benefit Group Headings area. After the necessary Benefit Group Excel Column heading are titled, each benefit code must be linked to one of the group headings. WESPaC Doc/HR/ Personnel Budget NCESD 03/2017 Page A- 8

97 This sample creates columns for FICA/Medicare, Retirement, Unemployment, Workers Compensation, Insurance, and Other. Click the Add option to create a Selection Parameters set. Enter a Description. Identify a selection parameters using a combination of Employee Ranges and/or Assignment Code selections. WESPaC Doc/HR/ Personnel Budget NCESD 03/2017 Page A- 9

98 Complete the Selections, then click Save and Select. Minimum recommendations is to save a selection parameters set for base assignments and for non-base assignments. Sample: District base assignments are identified in the Assignment Code. Click Save and Select. Click to review the report when processing has completed. (Note: Some columns are hidden from this sample). WESPaC Doc/HR/ Personnel Budget NCESD 03/2017 Page A- 10

99 Update Account Dist. Mass Utility This utility option is a good source to identify differences between assignment breakdown data (exports to the F195) and assignment payroll (exports to WESPaC Finance budget). The utility synchronizes account codes and application percentages used on Assignments and associated Breakdown records. If the utility is completed it assumes that accounts and percentage values on Breakdown records are correct, and will update the Assignment Payroll Area to match the associated Breakdowns for records on the Verification report. It is recommended to run this report and choose NOT to complete the update. The report data should be reviewed to determine the proper correction to make. Menu: Web HR, Salary Negotiations, Setup, Utilities WESPaC Doc/HR/ Personnel Budget NCESD 03/2017 Page A- 11

100 Add or Edit an existing template. Select the Plan. Check the box to Display Assignments Being Changed Only. Complete Selection Parameters. Click Save and Process Select to Preview Data when process is complete. This utility runs the following two reports: Update Account Distribution Exception Report Displays assignments where the utility found errors, but cannot modify data due to incomplete information. Update Account Distribution Verification Report Displays assignments where the utility found differences and can modify the payroll data to match the assignment breakdown data (if the utility were to be completed. Print any report that displays exceptions/changes. Select Back to return to the processing screen. If the utility found changes to make, DO NOT run the update. Review exceptions to determine what correction should be made. WESPaC Doc/HR/ Personnel Budget NCESD 03/2017 Page A- 12

101 Salary/Hourly Mass Change Utility This utility is useful for changing assignment salaries for assignments that use the Enter Salary Amount or enter Hourly pay amount options. Menu Path: Human Resources\Employee Administration\SN Setup\UT\SH Note: Make sure you are in the correct plan before running this utility. Click Add In the template Description box, Type a description Click Select positions and select he include check box next to the position you want to run the utility on. You must select at least one position. Click Save Click Select Assignments and select the include check box next to the assignment you want to run on. You must at least one assignment. Click Save Click Select Job Types and select the include check box next to the job types you want to run the utility on. Click Save. Select one of the following: Mass Update Salary Amount or Mass update Hourly Amount. In the action dropdown, select to Replace or Modify. In the Update by box, select Amount or Percent. In the Amount Box or Percent box, enter the new value. Select the check box to the left of Only if Old Value = and enter the old value. Click save and Process. When the process is complete, click preview data to process and review salary amounts Mass change preview screen. Click Back. Click Run the Update to make the changes. A message asks if you re sure you want to run the update. Scenario: Replacing a prior year stipend amount from $1, to $1, WESPaC Doc/HR/ Personnel Budget NCESD 03/2017 Page A- 13